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UCL EDUCATION & INFORMATION SUPPORT DIVISIONINFORMATION SYSTEMS

Word 2003

Getting more from Word

Document No. IS-045 v4

Contents

Paragraph formatting.............................................................................1Changing line spacing 1Aligning text 2Indents 2Removing paragraph formatting 3

Bullets and numbers...............................................................................4Line and page breaks..............................................................................5

Line breaks 5Tabs.........................................................................................................6Basic page numbering............................................................................9

Inserting page numbers 9Removing page numbers 9

Headers and footers..............................................................................10Creating a header and/or footer 10Editing or removing a header or footer 10

Format painter......................................................................................11Templates..............................................................................................12

Working with predefined templates and wizards 12Creating your own template 13

Tables....................................................................................................14Creating tables 14The tables and borders toolbar 15Entering data in a table 15Moving around a table 16Selecting 16Modifying table properties 17Adding and removing rows and columns 19Deleting a table 20

AutoCorrect...........................................................................................21AutoText................................................................................................22AutoFormat...........................................................................................23

AutoFormat as you type 23AutoFormat after you type 23

Hyperlinks.............................................................................................24Create a hyperlink 24Screen tips 27Changing a hyperlink 27Formatting hyperlinks 27

Learning more...................................................................................................28

UCL Information Systems 18/08/2006

IntroductionThis workbook has been prepared to help you use Word more effectively. It is aimed at those who have an understanding of the basic use of Word and who would like to be able to format and tabulate text more effectively. It assumes knowledge about creating, editing, printing and saving documents. These topics are all covered in the Getting started with Word course. This guide can be used as a reference or tutorial document. To assist your learning, a series of practical tasks are available.

Training filesIf you wish to attempt the exercises contained in the exercise document and you are not using a training account, it is necessary to download the training files used in this workbook from the IS Training Web site at: www.ucl.ac.uk/is/training/exercises.htm Full instructions on how to do this are provided there.

UCL Information Systems 18/08/2006

Paragraph formattingSome formatting options within Word apply to paragraphs. For example, alignment, line spacing, borders and shading, indentation and tabs are all formats applied to paragraphs. A paragraph may consist of a number of lines of text, a single word or no text at all. A paragraph is created every time the Enter key is pressed. The end of each paragraph is defined by a paragraph mark.Helpful hint:Border and shading options can be applied to any selected text within a paragraph.To display paragraph marks click on the Show/Hide button on the Formatting toolbar . You may have to add this button to the toolbar using the add/remove button (from the Toolbar Options arrow).Paragraph formats can be applied in a number of different ways; from the Format menu, the Formatting toolbar, the ruler or shortcut keys, and the Reveal Formatting task pane. To make several different types of changes to the paragraph(s) at the same time click the Paragraph option on the Format menu. You can set indentation, alignment, line spacing and tabs from the paragraph dialog box.

Changing line spacingTo change the line spacing:1. Select the required paragraph(s).2. On the Format menu, click Paragraph. The Paragraph dialog box appears. 3. Click the Indents and Spacing tab.

UCL Information Systems 1 Learning more

You can set tabs here.

You can set indentation from the left hand margin here.

You can set indentation from the right hand margin here.

Paragraph formatting is previewed here.

You can set line spacing here.

Alignment can be specified here.

First Line and Hanging Indentation can be set from here.

4. In the Spacing area, click an appropriate option in the Line Spacing and At lists.

5. Click OK to apply the formatting to the selected paragraph(s).

Aligning textTo align text:1. Select the required paragraph.2. On the Format menu, select Paragraph.

The Paragraph dialog box appears.3. Click the Indents and Spacing tab. 4. In the Alignment box select the required

option: Left, Centred, Right or Justified.5. Click OK to apply the formatting to the selected paragraph(s).

IndentsYou can use indentation to emphasise a paragraph. Indents squeeze the paragraph text between the left and/or right margins, thus reducing line length. The paragraph text is in effect framed with white space. Word allows you to create four main types of indentation: left indent, right indent, hanging indent and first line indent.

A left indent (Ctrl+M) moves the entire paragraph from the left-hand margin. A right indent moves the entire paragraph from the right-hand margin. A hanging indent (Ctrl+T) means that the entire paragraph except the first

line is indented from the left-hand margin. A first line indent (Tab)means that only the first line of the paragraph is

indented, while the rest of the lines rest against the left-hand margin.As well as using shortcut keys you can set indentation by typing values in the Paragraph dialog box or by using the markers on the ruler.

Learning more 2 UCL Information Systems

Toolbar and keyboard tips Left (Ctrl+L) Centre (Ctrl+E)

Right (Ctrl+R) Justify (Ctrl+J)

Indents using the paragraph dialog box1. Select the required paragraph.2. On the Format menu, click Paragraph. The

Paragraph dialog box is displayed. 3. Click on the Indents and Spacing tab.4. In the Indentation area select the existing entry for the indentation(s) you

wish to change.5. In the Left and/or Right box type a new value in the text box or use the

buttons to the right-hand side of the box to increase or decrease the current setting.

6. In the Special box click on the appropriate choice, First Line or Hanging and click OK.

Indents using markers on the rulerYou can change the indents of a paragraph by moving the indent markers along the ruler. You may find this technique tricky at first but it can be useful when

making small changes.1. Select the required paragraph(s).2. Click and drag the appropriate marker along the ruler and release it when

you reach the required point.

Modifying indents1. Select the required paragraph.2. Click and drag the appropriate marker to the desired position and release it.

Removing indents1. Select the required paragraph.2. Click and drag the appropriate marker until it rests against the left/right

margin (grey shaded area on the horizontal ruler) and release it.UCL Information Systems 3 Learning more

Hanging Indent Marker

Right Indent

Marker

First Line Indent Marker

Toolbar tip

Decrease IncreaseIndent Indent

The old markers fade. The dotted line

illustrates the indentation.

The new markers move across the ruler.

Removing paragraph formattingYou can remove paragraph formatting using the Ctrl+Q keyboard shortcut.


Bullets and numbersYou can easily number lists, or apply bullet points using the Numbering or Bullets buttons on the Formatting toolbar. 1. This is the first item on a numbered list.2. This is the second.

This is the first item on a bulleted list. This is the second.

Working with an existing list1. Select the paragraphs to which you wish to apply numbers/bullets.2. Click on the Numbering or Bullets button on the toolbar as appropriate.3. The list will now have numbers/bullets.

Starting a new list1. Click where you wish to start the list.2. Click on the Numbering or Bullets button as appropriate.3. Numbers or bullets will now appear as you type each paragraph.

Turning off numbers/bulletsYou may turn off numbering or bulleting by clicking on the Numbering/Bullet button, or by pressing Enter twice at the end of a list.

Modifying numbers/bulletsYou can use the options on the Format | Bullets and Numbering menu to change the appearance of your numbers and bullets.

Automatic numbers/bulletsWord includes some ‘automatic editing tools’. These include a facility to create a numbered list if you type the number 1. followed by a space or tab, followed by some text and press Enter. The number 2. will appear automatically on the next line. If you didn’t want to start typing a list, press Ctrl+Z or click Undo on the toolbar.Similarly, you can create automatic bullet points by typing * followed by a space or Tab followed by some text. Again, when you press Enter your text will be bulleted automatically. Helpful hint:See page 33 for details on how to turn this automatic formatting off if it is not required.


Line and page breaksLine breaksWord thinks it can start a new line anywhere it finds a space or a hyphen. If you need to keep two words together on the same line (e.g. Mr()Smith, or 8()October) you can ‘glue’ them together by using a hard space instead of an ordinary one. Hold both the Ctrl and Shift keys down when pressing the spacebar or the hyphen key. Helpful hint:You can see whether you have used a Hard Space or not by clicking the Show/Hide button on the toolbar. The hard space will be shown as a small circle instead of a dot as shown here:

Insert a manual line breakA manual line break ends the current line and continues the text on the next line. For example, suppose your paragraph style includes extra space before each paragraph. To omit this extra space between short lines of text, such as those in an address block or a poem, insert a manual line break after each line instead of pressing Enter.1. Click where you want to break a line of text.2. Press Shift+Enter. Manual line breaks are formatting marks that aren't normally visible in your document. If you want to view these breaks, turn on the formatting marks by clicking Show/Hide on the Standard toolbar. The manual line break character indicates a manual line break, e.g.:

PaginationSettings on the Line and Page Breaks tab in the Paragraph dialog box primarily control how Word will insert automatic page breaks.To create a new page you can press Ctrl+Enter. However, unless you are starting a new chapter, or it is essential that the following text be on a new page, it is better to let Word decide where a new page should start. There are occasions when you will need to let Word know that you need to keep certain sections of text together on the same page. This can be done in one of the following ways:Widow/orphan control – As this is a very useful option, most installations of Word will switch it on for all paragraphs by default. It prevents page breaks falling right after the first line of a paragraph leaving the first line stranded at the bottom of a page (i.e. a widow). An orphan is where a page break falls just before the last line of a paragraph, leaving the final line stranded at the top of the next page.


Manual line break character

Line break character

Keep lines together – This option prevents Word from putting a page break in a paragraph or list. Keep with next – This ensures that the selected paragraph(s) will never be split by page breaks. It is often used with Heading styles to ensure that they don’t appear on their own at the bottom of a page – if the following paragraph appears on the next page, the heading will be moved too.Page break before –This option would cause the selected heading (or paragraph) always to appear at the top of a new page.


Pre-set tab markers are shown here.

TabsA tab stop is a measured position for placing and aligning text at a specific place on a page. It takes its name from the tabulation stops used on manual typewriters. Tabs can be used to set out text and figures in columns. Tabs are often replaced by tables for layout purposes.Helpful hint:A common error is to use the Spacebar key to create columns. This will never be really exact and if you need to edit the text later the layout may be affected.

Tab stops are pre-set for you at 1.27cm (0.5") intervals from the left margin. By pressing Tab the insertion point moves to the next tab stop in the current paragraph. Pre-set tab stops are shown as little grey shaded marks on the bottom edge of the ruler. You can, however, set your own tab stops.

Word has four main types of tab alignment, as illustrated here:

Left Centre Right DecimalFriday May 1234 11.22Wednesday February 12345 111.222Sunday June 123456 1111.2222

You can also set tabs to display leader dots between columns, or to place vertical lines between columns. For example:Animals

Pets Cats ............................................................ 6Dogs .......................................................... 23

Farm animals Sheet .......................................................... 31Cows .......................................................... 40

Helpful hint:You can see where the tab key has been pressed in a document by clicking the Show/Hide button on the toolbar. For example:

Tabs are applied to the paragraph you are currently working in or all paragraphs that have been selected.

IMPORTANT


It is important to ensure the cursor is placed correctly before setting your tabs. They will only be effective from that point onwards.


Setting tab stops in the Tabs dialog box1. Select the required paragraph(s). 2. On the Format menu click Tabs. The Tabs dialog box is displayed.3. Enter a measurement value for a tab stop in the Tab stop position box or

select the existing tab stop that you wish to modify.4. Specify the required alignment in the Alignment area and leader style (if

any) in the Leader area, and click Set.5. Repeat until all the tab stops are set and click OK.

Setting tabs on the horizontal rulerYou can choose the type of tab using the tab button on the left of the ruler.1. Place the cursor at the beginning of the section you want the tabs to be

effective for, or, if text already exists, select the relevant text.2. Click the Tab button at the far left of the horizontal ruler until the type of tab

you require is displayed. Note that it is also possible to set Hanging and First Line Indents using the tab button.

Tab buttons To select

Left aligned tab stops

Centred aligned tab stops

Right aligned tab stops

Decimal aligned tab stop

Bar tab (places a vertical line at the tab position)

Hanging indent

First line indent

3. On the ruler, click where you want to set a tab stop.Tabs are displayed on the horizontal ruler as shown:

Helpful hint:


Changes default tab stop for the entire document.

Enter a new tab stop value here.

Use these options to select tab stop alignment.

Use these options to select a tab leader for the selected tab stop.

Use these buttons to set or clear a selected tab stop.

Clears all custom tab stops for selected paragraph(s).

Select existing tab stops here.

Left-aligned tab stop

Centre-aligned tab stop

Right-aligned tab stop

Decimal-aligned tab stop

Tab alignment button

Each paragraph can have its own set of tab stops. When a paragraph is selected, the tab stops are displayed on the ruler. If two paragraphs with differing tab stops are selected, the tabs on the ruler are greyed out to indicate the conflicting definitions.

Adjusting tab stops on the horizontal ruler1. Select the paragraph(s).2. Click and drag the appropriate marker along the ruler and release it.

Clearing tab stops1. Select the paragraph(s) in which you want to clear a tab stop.2. On the Format menu click Tabs.3. In the Tab stop position list click the tab stop to be deleted and click Clear.

To delete all tab stops click Clear All or click and drag the tab markers off the ruler.

Helpful hints:Using tab stops to produce column formats is very much a product of procedures derived from the days of the manual typewriter. For simple columns they are still quick and useful. However, more complex layouts are often more easily handled in Word by using tables.

It is possible to use tab stops inside tables, for example, to align decimal points, or to insert leader dots. However, it is necessary to press Ctrl+Tab rather than just pressing the Tab key, as the latter would just take you to the next cell in the table. See page 20 for details of creating and using tables.


Basic page numberingPage numbers can be inserted into any document, at the top or bottom of a page. When a page number is inserted, a field is placed in the document which automatically controls the page numbering and ensures the correct page number is inserted and updated as the document changes. Depending on the view selected, page numbers may not be visible on the screen. To view the page numbers on the page you must switch to Print Layout view.There are two ways to add page numbers to your document: on the Insert menu click Page Numbers or on the View menu click Header and Footer. The first method is useful if you only want to add a page number and format it; the second enables you to add other information along with the page number in the header or footer.

Inserting page numbers1. On the Insert menu click Page Numbers. The Page Numbers dialog box is

displayed.2. Choose where to position the page numbering. In the Position box choose

either Bottom of page Footer or Top of page Header.3. In the Alignment box choose either Left, Center, Right, Inside, or Outside.

Notice that as you change the settings the preview is updated.4. Click to select/deselect as appropriate in the Show numbers on first page

box.


Select position to place your page numbers.

Select to number your first page.

Select alignment of page numbering here.

Figure 17

Create a new document and put the

summary there

10

0

Figure 11

Click here to display formatting options –number types etc.

The preview will update to reflect your choices.

Formatting page numbers1. Click on the Format button in the Page Numbers dialog box to display the

Page Number Format dialog box. 2. In the Number format area, click on the required format. Character formats

and Roman numerals are included in the options.3. In the Page numbering area, control the numbering in the document by

choosing the appropriate option.

Removing page numbersIf you wish to remove page numbers, you will need to enter the Header/Footer view – see the next section.


Headers and footersA header or footer is text (or graphics) printed at the top (header) or bottom (footer) of a page. It is usually repeated on every page in the document. This manual has a footer that includes a page number and other information. Each header and footer appears as a text box at the top or bottom of the document with its own tab settings ready for text entry. A toolbar also appears when headers and footers are activated which includes a number of buttons to facilitate working

with headers and footers and make the insertion of page numbers, and other fields (such as Date and Time) a straightforward task.

Creating a header and/or footer1. On the View menu, click Header and Footer. The Header and Footer

toolbar is displayed.

2. Text can be entered in the header or footer area and formatting applied to it in the same way as in the main document.


The document text is dimmed when the Header / Footer area is active.

It cannot be modified from here.

The Header area is displayed ready for text entry.

Insert Number of Pages

Insert Page Number Insert

Date

Insert Time

Switch between Header and Footer

Figure 3

Figure 3

Insert Autotext Entry

FormatPageNumber

Page Setup

Show/Hide Document Text

ShowNext

Show Previous

Same as Previous

3. AutoText entries and fields (including page numbers) can be inserted automatically into the header/footer by clicking on the appropriate options on the Header and Footer toolbar (see above).

4. Click on the Page Number button to insert page numbers. 5. Click on the Switch between header and footer button to switch from one

to the other.6. Click on the Close button or double-click anywhere in the main document

area i.e. outside the header or footer to finish editing.

Editing or removing a header or footer1. On the View menu click Header and Footer, or double-click in the

header/footer area. The header/footer box is displayed and ready to be edited. If necessary use Switch between Header and Footer to switch to the footer.

2. Make any amendments as necessary. 3. Click on the Close button, or double-click anywhere in the main document

area i.e. outside the header or footer to finish editing.


Format painterWe have seen how it is possible to change the appearance of individual words or paragraphs within a document by using a range of formatting techniques e.g. changing the font style and font size, increasing the line spacing, changing the colour used etc. Such techniques require that a number of different formats be applied individually to specific blocks of text. This can be time consuming particularly if the same formats are to be applied to different areas within a document. Updating such formats can prove to be laborious and result in inconsistent formatting throughout a document.The Format Painter allows you to copy a set of formatting rules from a piece of text, and apply them to other pieces of text.1. Click the Format Painter button on the Formatting toolbar (if you

double-click you’ll be able to apply the format to any number of other pieces of text).

2. Click on the piece of text whose format you want to copy. You should notice that the cursor changes to a paintbrush.

3. Click on the text to which you want to apply the copied format to. Its format should now match that of the original text.

4. If you double-clicked the Format Painter button, you can continue to apply this format to other pieces of text.

5. To cancel the Format Painter, press Escape or click on the Format Painter button again.

Helpful hint:Another method of ensuring that your formatting is consistent throughout your document is to use Styles. This is covered in the Word Long Documents course.


TemplatesEvery document created in Word is based upon a template. A template can be described as a document ‘blueprint’. The default template is called Normal. When you start Word, or when you click on the New button on the Standard toolbar, the blank document that is displayed is based on the Normal template. Any changes made to this template during a Word session are automatically saved on exit.Templates contain predefined format settings e.g. margin size, default text style and size, predefined styles, AutoCorrect settings, default headers and footers, adapted toolbars, and standard text etc. Each time a new document is created, a copy of the appropriate template is made, leaving the original template unchanged.As well as enabling you to create your own personalised templates, Word also contains many predefined templates and wizards for different document types: letters, labels, faxes, memos, Web pages etc.A wizard is a special type of template that provides step-by-step instructions on how to create a new document. However, if the same type of document is created frequently it is easier to specify a standard template. Wizards also require a lot of resource to run and can be slow to use.

Working with predefined templates and wizards1. In the New Document task pane select General Templates.

The Templates dialog box is displayed – templates and wizards are divided into categories to make it easier to find one suitable for your purpose.

2. Click on the appropriate Category tab. Associated templates and wizards will be displayed. The Normal template (called the Blank Document template) and any user defined templates can be found in the General category.

3. Click on the required Template or Wizard icon. The template/wizard may be previewed in the right-hand side of the dialog box.

4. In the Create New box click Document.


Template categories

5. Click OK. A new document is opened based on the selected template or wizard.

6. Enter your text into the template/wizard as requested.7. Save the file.Helpful hint:Templates and wizards can be distinguished by their file extensions. Templates have a .dot file extension; Wizards have a .wiz extension.

TemplatesIf a template such as the Elegant Letter template is selected (shown here), a new document will be created based upon the template.The document contains a number of standard template features e.g. [click here and type...] fields to make it easier to enter correct data. These fields are also called placeholders and do not appear on the printout when they contain text. For further details on modifying the letter template, including a sample letter, you can double-click on the envelope symbol displayed in the template.

WizardsIf a wizard is selected, a series of step-by-step instructions will be provided in order to setup the document. Wizards vary in the way they are presented and executed.

Creating your own templateIt is possible to set up your own customised templates containing your preferred formatting settings for departmental standard letters, correspondence, course notes etc. For example, this workbook is based on a standard template for IT Training workbooks – notice the consistency of layout and style between all the documents in the series.A new template can be created based on an existing template or document. The following instructions are for creating a new template based on the Normal template.1. From the New Document task pane

select General Templates. The Templates dialog box is displayed as shown.

2. Select the General tab and click on Blank Document.

3. In the Create New box click Template and OK.


4. A new template will be created based upon the Normal template. The title bar will display the default name given to a new template file, e.g. Template1.

5. Edit the template as required, and save it in the default templates folder (if you save it somewhere else Word will have difficulty finding it when you wish to apply it). (On Staff WTS this is N:\MyWork\WordDocuments\Templates.)

6. Once you have created your template and saved it, remember to close it. To use your new template with new documents you simply apply it from the New Document task pane as described previously.Saving an existing document as a templateYou can save an existing document as a template: 1. From the File menu choose Save As.2. In the Save As window choose Document Template as the file type, and

accept the default location for saving it. Choose a suitable name for the template.

Again you should close it, and use the New Document task pane when you wish to apply the new template.Helpful hint:There is an advanced level Word course for those who need to create templates and automated form.


Insert Table button

TablesThe tables feature can be used to organise information and create interesting page layouts. It can be used as an alternative to working with columns or tabs to produce similar effects more easily. A table consists of vertical columns and horizontal rows. The intersection between a column and row is called a cell.

Creating tablesYou can create a table using the Insert Table button on the toolbar, or via the Table menu. You can also create Excel style worksheets in your Word document, but this is beyond the scope of this course.Bear in mind when initially creating your table that it is easy to add or remove rows or columns, and to merge and split cells at a later date. Just make an educated guess as to how many rows and columns you are likely to need initially.

Create a table using the insert table button 1. Position the insertion point where the table is to

be placed.2. Click on the Insert Table button on the Standard

toolbar.A grid appears below the button.

3. Click and drag over the grid to select the number of columns and rows required in your table. As the area specified expands so too does the grid.

4. Release the mouse button when the desired table has been selected.A table is created to your specification. The insertion point is flashing in the top left-hand cell awaiting data entry. Borders have been applied automatically and these define the individual rows, columns and cells of the table (as shown below).The handle in the top-left corner of the table allows you to select and move the entire table easily. The handle at the bottom-right of the table allows you to

resize the table.

Creating a table using the table menu 1. From the Table menu click Insert and then Table.


Table move handle

Table resize handle

2. In the Insert Table dialog box which appears, enter the number of rows and columns you require.

3. You can choose to have fixed column widths or to adjust automatically the width of the columns to accommodate the contents.

4. Once you have made your selections, click OK.

Drawing a tableIf you need to create a complex table you can draw the table yourself using the tools in the Table and Borders toolbar. To display the Tables and Borders toolbar, click this button on the Standard toolbar. To draw a table:1. Click the Table and Borders button on the toolbar to display the Table and

Borders toolbar.2. Click where you want to create the table.3. On the Tables and Borders toolbar, click Draw Table button (it may already

be selected when you open the toolbar).4. The pointer changes to a pencil. 5. To define the outer table boundaries, draw a

rectangle. Then draw the column and row lines inside the rectangle.

6. To erase a line or block of lines, click the Eraser button, and then drag over the line you want to erase.

Helpful hint:If you want your document text to flow around your table, hold down the Ctrl key as you draw your table.

The tables and borders toolbarThe Tables and Borders toolbar provides a number of options for modifying tables:

This toolbar should appear automatically when your cursor is positioned in a table. To turn it on manually, right-click on any toolbar, and select Tables and Borders from the shortcut menu.


Merge Cells

Align-ment

Draw Table

Eraser

Line Style

Line Weight

Border Color

Outside Border

Shading

Insert Table

Split Cells

Distribute Rows

Distribute Columns

Auto-Format

Text Direction

Sort

AutoSum

Entering data in a tableYou can enter text into each cell in your table and it can run to several lines within one cell if necessary.To enter data in a table:1. Position the cursor in the cell where you want the information and key in

your data.2. Press Enter to start a new line within the same cell, or press Tab to move to

the next cell.

Aligning text within cells You can choose horizontal, centre, left or right alignment options for text within table cells using the alignment buttons on the Formatting toolbar. You can choose both horizontal and vertical alignment options from the Alignment button on the Tables and Borders toolbar. The following cell alignment options are available:

Moving around a table The table below outlines some techniques for moving in a table:To Press

Move to the next cell Tab (If the insertion point is in the last cell of a table, pressing Tab adds a new row.)

Move to the preceding cell Shift+TabMove to the preceding or next row or Move to the first cell in the row Alt+HomeMove to the last cell in the row Alt+EndMove to the first cell in the column Alt+Page UpMove to the last cell in the column Alt+Page DownStart a new paragraph EnterAdd a new row at the bottom of the table Tab at the end of the last rowAdd text before a table at the beginning of a document

Enter at the beginning of the first cell

SelectingWhen your pointer is inside a table, a button appears to the top left of the table. You can click this button to select the entire table. You can also use this button to drag the table to another position in your document.


Another button appears to the bottom right of the table. Use this button to re-size your table.

Select using the mouseThe table below outlines some methods for selecting table components:

To Do this

Select a cell Click the left edge of the cell.

Select a row Click to the left of the row.

Select a column Click the column's top gridline or border.

Select multiple cells, rows, or columns

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.

Select the entire table Click the button to the top left of the table.

Select using the keyboardTo PressSelect the next cell's contents

Tab

Select the preceding cell's contents

Shift+Tab

Extend a selection to adjacent cells

Hold down Shift and press an arrow key repeatedly.

Select a column Click in the column's top or bottom cell. Hold down Shift and press or repeatedly.

Extend a selection (or block)

Ctrl+Shift+F8 Use the arrow keys to move through the cells you want to select. Press Esc to cancel selection mode

Reduce the selection size Shift+F8 (cancels the selection, selection mode still on)

Select an entire table Alt+5 (On the Number Pad with the Num Lock switched off)

Helpful hint:You can also select rows, columns, or the entire table by clicking in the table and then using the Select commands on the Table menu.


Modifying table properties


The Table Properties dialog box can be used to control the position of a table within a page, and the height and width of rows, columns and individual cells. 1. To access the dialog box choose Table |

Table Properties – the options available to you depend on which part of the table was selected.

If you wish to work on a single cell, simply click in that cell.

To work on a column or group of columns, select the column(s) first.

To work on a row or group of rows, select the row(s) first.

2. Then choose the Row, Column or Cell tabs as appropriate.

Cell marginsTo set a distance between the borders of the cells and the text, you can set cell margins.To set cell margins:1. From the Table menu, select Table

Properties.2. Select the Table tab.3. Click the Options button.4. Set the margins as required and click OK.5. Click OK again to close the dialog box.

Insert space between cellsTo set a distance between cells:1. From the Table menu, select Table

Properties.2. Select the Table tab.3. Click the Options button.4. Click into the Allow spacing between

cells checkbox.5. Key in a distance in the box on the

right.6. Click OK.7. Click OK again to close the dialog box.


Modifying cell height and widthChanging column widthYou can change column width using the Table Properties dialog box as outlined above, or you can use the mouse method to change the width:1. Position the insertion point against the right-

edge border of a column that you want to change until it changes into a double-headed arrow.

2. Click and drag until the column is the desired width and release it.

3. A dotted line will indicate the new column width as you drag. 4. All cells within the selected column will adopt the new width.

Changing cell width1. Select the cell that you want to change.2. Click and drag the edge until the cell is the

desired width and release it.3. Only the selected cell will be resized.

Changing row heightYou can change row height using the Table Properties dialog box as outlined above, or you can use the mouse method to change the height:1. Position the insertion point against the

bottom border of the row that you wish to change until it changes into a double-headed arrow.

2. Click and drag the border until the row is the desired height and release it.

3. A dotted line will indicate the new row height as you drag. 4. All cells within the selected row will adopt the new height.


Mouse pointer as double-headed arrow

Mouse pointer as double-headed arrow

Adding and removing rows and columnsAdding a row1. Position your insertion point in a row within your table, or to add a row at the

bottom of a table, position the insertion point just below the table.2. On the Table menu click Insert Rows (or use the Insert Rows button on the

toolbar ). 3. A new blank row appears above the selected row in the table. The new row is

the same height as the previously selected row.

Adding a new row at the end of a tableTo add an extra row at the end of a table, position the insertion point in the last cell and press the Tab key.

Adding a column1. Position the pointer above the top edge of a column, or to add a column to the

end of a table, position the insertion point above the table immediately to the right.

2. When the insertion point changes into a down-arrow shape, click to select the column.

3. From the Table menu click on Insert Columns (or use the Insert Columns button on the toolbar).

A new blank column appears to the left of the selected column in the table. The new column is the same width as the selected column.Helpful hint: The Insert Rows/Columns menu/buttons are only available if the insertion point is within a table and a row/column has been selected.

Adding multiple rows or columnsYou can add more than one row or column at a time to your table.To add several rows or columns:1. Select the number of rows or columns you want to

insert, starting with the row above or below where you want the new ones or to the left or right of the new columns.

2. From the Table menu, select Insert. UCL Information Systems 27 Learning more

Last column in the table

Selected column

Text box

Text box

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Mouse pointer as down-arrow

Figure 8

Insert an executive summary or abstract at the top of the document

Highlight key points

Figure 9

Hide everything but the summary without leaving the original document

Use the AutoSummarize function to "create a new document" based on 20% of the original.

Print off the

summary and

score it The

AutoSummari

ze dialog box

fluency of summary.

Create your own version, improving on the auto-summary without increasing the word length.

the [Ctrl] key while selecting the files.

Tip:

d down the [Ctrl] key while selecting the files.

Tip:

Figure 8

Insert an executive summary or abstract at the top of the document

Highlight key points

Figure 9

Hide everything but the summary without leaving the original document

Use the AutoSummarize function to "create a new document" based on 20% of the original.

Print off the

summary and

score it The

AutoSummari

ze dialog box

fluency of summary.

Create your own version, improving on the auto-summary without increasing the word length.

the [Ctrl] key while selecting the files.

Tip:

d down the [Ctrl] key while selecting the files.

3. From the sub-menu, select the appropriate option.4. The number of rows or columns that you had selected will be inserted.


Deleting a row1. Select a row by clicking in the selection bar (this is the area immediately to

the left of the row). 2. From the Table menu click Delete Rows.

Deleting a column1. Position the insertion point above the top edge of a column.2. When it changes into a down-arrow shape, click to select the column.3. On the Table menu click Delete Columns.

Deleting a table1. Position the insertion point within a table.2. On the Table menu click Select Table.3. On the Edit menu click Cut.orSelect the table and press Shift+Delete.

Clearing data from a tableSelect the table and press the Delete key. The data will be deleted, but the structure of the table will remain.

Helpful hint:There is an advanced level Word course (Advanced Word Layout Techniques) available which covers advanced features of tables.


AutoCorrectWord’s AutoCorrect feature can be used to correct common typing errors. It can be set to capitalise the first letter of a new sentence or the names of days, correct two initial capitals, correct accidental usage of the Caps Lock key and correct common misspellings automatically. By default AutoCorrect is set so that these errors are corrected when the Spacebar or Enter is pressed after entering the text.

Creating an AutoCorrect entryAutoCorrect can be customised to correct your own misspellings and/or to replace abbreviations with full text e.g. to replace #UCL with University College London.1. On the Tools menu click AutoCorrect options. The AutoCorrect dialog box

appears.2. Click on the AutoCorrect tab.3. In the Replace box type the AutoCorrect entry (typically this is a frequently

misspelled word).4. In the With box type the replacement text. 5. Click Add and then OK.

Helpful hint:Use something unique for each AutoCorrect entry, avoiding real words or abbreviations. For example, if you put "name" in the Replace box, whenever you type this common word, Word would replace it with whatever you put in the With box. This is why #UCL is used in this example; if UCL were used all instances of UCL would automatically turn into University College London.

Adding an AutoCorrect entry during a spell checkAutoCorrect entries can also be added automatically during the spell-checking process.1. Click the Spelling button on the toolbar.

2. When a word you often misspell or mistype is identified, select the correct spelling.

3. To add the misspelled word and its correct spelling to the list of words and phrases that are corrected automatically, click the AutoCorrect button in the Spelling dialog box.

Cancelling an AutoCorrect entryAutoCorrect is configured to correct errors when the Spacebar is pressed. To cancel a correction when entering text, use the Undo button from the toolbar, or press Ctrl+Z. Helpful hint:You will have to repeat the Undo procedure twice if you actually intend to undo your most recent edit; the first undo only cancels AutoCorrect.


Click the appropriate check boxes to select/clear options.

Type the AutoCorrect entry in the Replace box, i.e. common misspelling, abbreviation etc.

Type the replacement text in the With box.

Text box

Text box

Text box

Text box

Frequently misspelled words and their replacements are listed here.

How does Auto-Summarise work?AutoSummarize identifies the key points in a document for you to share with others or quickly scan.

AutoSummarize works best on well-structured documents such as reports, articles, and scientific papers.

It determines key points by analyzing the document and assigning a score to each sentence. Sentences that contain words used frequently in the document are given a higher score. You then choose a percentage of the highest-scoring sentences to display in the summary.

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Deleting an AutoCorrect entry1. From the Tools menu click AutoCorrect.2. In the AutoCorrect list click on the entry you want to remove and click Delete

and then OK.


AutoTextYou can create AutoText entries to insert commonly used text or graphics e.g. your department name or the UCL logo.

Creating an AutoText entry1. Enter the text or graphics you want to store as an

AutoText entry into a document and then select it.2. On the Tools menu click AutoCorrect. The

AutoCorrect dialog box appears.3. Click on the AutoText tab. The selected text is

displayed in the Preview box.4. In the Enter AutoText entries here box

type in a name for the AutoText entry or accept the default.

5. Click Add and then OK.

Inserting an AutoText entry1. Position the Insertion Point where you

wish to insert the AutoText entry.2. Type the AutoText name and press F3.

Helpful hint:All user-defined AutoText entries can be accessed via the Insert menu.

Removing an AutoText entry1. On the Tools menu click AutoCorrect.

The AutoCorrect dialog box will appear. 2. Click on the AutoText tab.3. In the AutoText list click on the entry you want to remove.4. Click Delete and then OK.


AutoFormatAutoFormat options provide a range of time-saving shortcuts to apply formatting such as bulleted and numbered lists, hyphens and fractions to your text. It also allows you to format Web and e-mail addresses as hyperlinks. You can automatically format a document either as you type or after you've written it. In both cases, you can control which automatic changes Word makes. You can also turn off the various automatic formatting options.

AutoFormat as you typeYou can set options on the AutoFormat As You Type tab (Tools | AutoCorrect Options) to instruct Word to format text automatically as you are typing your document. An example of this is automatic bullets and numbered lists.

Undoing automatic formattingYou can click the Undo button or press Ctrl+Z to undo the action if you don’t want to accept the automatic formatting. If you don’t want to use a particular AutoFormat option at all you should change the AutoFormat settings on the AutoFormat As You Type tab.

AutoFormat after you typeUse Format | AutoFormat to display the AutoFormat dialog box which allows you to reformat an entire document in one go. It applies formats specified on the AutoFormat tab of the AutoCorrect dialog box. Word analyses each piece of text to see how it's used— for example, as a heading or as an item in a numbered list — and then applies a style that's appropriate for that text. You can choose to do the whole document in one go, or to review each change.


Helpful hint:If you have already made use of styles in your document you won’t need to make use of the Built-in Heading styles option.


HyperlinksWord creates a hyperlink for you when you type the address of an existing Web page, such as www.ucl.ac.ukYou can turn this feature off if you wish as follows:1. From the Tools menu select AutoCorrect

Options.2. Select the AutoFormat As You Type tab.3. Click on the tick next to Internet and

network paths with hyperlinks to remove it.

4. Click OK to save your change and close the dialog box.

Convert a hyperlink to regular textTo change a hyperlink back into normal text, right-click the hyperlink and then click Remove Hyperlink.

Create a hyperlinkIf the automatic formatting of hyperlinks has been turned off, you can create customized links to an existing or new document, file, or Web page.1. Select the text or picture

you want to display as the hyperlink.

2. Click Insert Hyperlink on the Standard toolbar,orRight click on the selected area and select Hyperlink from the shortcut menu. orPress Ctrl+K.


http://www.ucl.ac.uk/

Linking to an existing file or Web page1. Under Link to, click Existing File or Web Page.2. In the Look in box, click the down arrow, and navigate to and select the file

or, in the Address box, or type the address you want to link to.3. Click OK. The selected text will become a hyperlink to the specified file or

web page.

Linking to a file you haven't created yet1. Under Link to, click Create New Document.2. In the Name of new

document box, type the name of the new file.

3. Check the location of the new file. If necessary, click on the Change button to specify which folder you want to save your new document to.

4. If you want the Hyperlink to display text that is different to the file name, type the relevant text into the Text to Display box.

5. Under When to edit:, click either Edit the new document later or Edit the new document now.

6. Click OK.

Linking to an e-mail address1. Display the Insert Hyperlink

dialog box.2. Under Link to, click E-mail

Address.3. Either type the e-mail

address you want in the E-mail address box, or select an e-mail address in the Recently used e-mail addresses: box.

4. In the Subject box, type the subject of the e-mail message. (This is optional – if you enter a subject, it will be automatically entered in the subject field when anyone uses the hyperlink to create an e-mail message.)

5. If you want the hyperlink to display text that is different to the e-mail address, type the relevant text into the Text to Display box.

6. Click OK. The e-mail address, or whatever you keyed into the Text to Display box, will be inserted into your document.


When the hyperlink is activated, the default e-mailer will be displayed with a new e-mail addressed to the specified addressee.

Linking to a specific location in another document or Web page1. Insert a bookmark in the destination file or Web page.2. Open the file that you want to link from, and select the text or object you

want to display as the hyperlink. 3. Display the Insert Hyperlink dialog box.4. Under Link to, click Existing File or Web Page. 5. In the Look in box, click the down arrow, and navigate to and select (single

click - do not double click the filename) the file that you want to link to. 6. Click the Bookmark button.

7. Select the bookmark you want, and then click OK. Helpful hint:From Word documents, you can create links to specific locations in files that are saved in Excel (.xls) or PowerPoint (.ppt) format. To link to a specific location in an Excel workbook, create a defined name in the workbook, and then at the end of the file name in the hyperlink, type # (number sign) followed by the defined name. To link to a specific slide in a PowerPoint presentation, type # followed by the slide number after the file name.

Linking to a specific location in the current document or Web page1. To link to a place in the current document, you can use either heading styles

or bookmarks in Word. 2. In the current document, do one of the following: Apply one of Word's built-in heading styles to the text at the location you want

to go to. Insert a bookmark at the

location you want to go to. 3. Select the text or object you

want to display as the hyperlink.

4. Display the Insert Hyperlink dialog box.

5. Under Link to, click Place in This Document.

6. In the list, select the heading or bookmark you want to link to.

7. Click OK.

Linking to another file or program that you drag fromYou can create a hyperlink quickly by dragging selected text or pictures from a Word document or PowerPoint slide, a selected range in Excel, a selected


database object in Access, or a Web address or hyperlink from some Web browsers.The text you copy must come from a file that has already been saved.1. Display both files on the screen. 2. If you are dragging text between two Word files, open both files, and then

click Arrange All on the Window menu. If you are dragging text between two programs, resize the windows of both programs so you can see them at the same time.

3. In the destination document or worksheet, select the text, graphic, or other item you want to jump to.

4. Right-click and drag the selection to the document where you want to create the hyperlink.

5. As you drag the selection into your document, a shortcut menu appears.

6. Click Create Hyperlink Here.

Helpful hints:You can also copy and paste text as a hyperlink to achieve the same effect. Copy the text you want to the Clipboard, click where you want to insert the text, and then click Paste as Hyperlink on the Edit menu.

You cannot drag and drop drawing objects, such as AutoShapes, to create hyperlinks. To create a hyperlink for a drawing object, select the object and then click Insert Hyperlink on the Standard toolbar.

Screen tipsTo display a ScreenTip when you rest the mouse over the hyperlink:1. Click the ScreenTip button from the top right of any Hyperlink dialog box.2. In the Set Hyperlink Screen Tip dialog box, type the

text you want displayed.3. Click OK. For links to headings, Word uses "Current document"

as the tip if you do not specify one. For links to bookmarks, Word uses the bookmark name.

Changing a hyperlinkChange the hyperlink destination1. Right-click the hyperlink you want to change, and then click

Edit Hyperlink. 2. In the address box, enter a new destination address for the

hyperlink. 3. Click OK.


Change the display text of a hyperlink1. Select the hyperlinked text. 2. Type the new text. (Do not type any spaces.)3. The new text will become the hyperlink.Helpful hint:You can also right-click the hyperlink, click Edit Hyperlink, and then type new text into the Text to display box.

Formatting hyperlinksFormat a hyperlinkYou can format text or a graphic that is displayed for a single hyperlink by selecting the text or graphic and applying new formatting.

Format all hyperlinks in a documentChange the appearance of all text hyperlinks in a document as follows:1. Open the document that contains the hyperlinks you want to

change. 2. On the Formatting toolbar, click Styles and

Formatting, or select Styles and Formatting from the Format menu.

3. The Task Pane will display a list of styles. If necessary, select All Styles in the Show box at the bottom of the Task Pane.

4. To change the appearance of hyperlinks, in the Pick formatting to apply box, right-click the Hyperlink style, and then click Modify.

5. Select the formatting options that you want, or click Format, and then click Font to see more options.

6. Click OK to close the dialog boxes.


Learning moreCentral IT trainingInformation Systems runs courses for UCL staff, and publishes documents for staff and students to accompany this workbook as detailed below:

Getting started with Word This 3hr course is for those who are new to word processing or those who are self taught and wish to ensure that they are using Word efficiently.

Getting more from Word This 3hr course is for those who have some experience of using Word, and who would like to be able to format and tabulate text more effectively.

Understanding and trouble-shooting paragraph and page numbers

This 3hr course is for users of Word who would like to understand how bullets and numbering work, and quick ways to put things right when the numbering seems to have a mind of its own.

Mail Merge This 3hr session will show you how to use the Mail Merge Wizard to create form letters, directories, mailing labels, and envelopes for mass mailings.

Managing Long Documents

This course is aimed at those who need to work with long documents, but would also be useful for those who need to create tables of contents, use table and figure captions, etc.

Master and Sub documents

This session shows you how to break up a large document in smaller chunks to make it more manageable.

Advanced Word Layout Techniques

This trainer-led course is for those wish to extend their knowledge of Word to enable them to present information using advanced Tables features, Columns, Borders, Shading, Highlighting, Text boxes, Linked Text boxes.

Advanced Word – Graphics & Objects

This trainer-led course is for those wish to extend their knowledge of Word to efficiently create and handle images, drawings, objects, and charts.

Advanced Word – Setting up and Automating Word

This Advanced level Word course aims to show you how to customise Word, modify and copy Styles to other documents, understand styles/templates relationships, create and edit simple Macros.

Advanced Word – Sharing and Reviewing Documents

This is an advanced level trainer-led course is for those of you who regularly share documents with others and need to be able to review changes, know who made those changes, create new versions of documents, and make comments, etc. it will also show you how to compare documents and combine documents together.

Advanced Word – Templates, Forms and Fields

This is an advanced level trainer-led aims to show you how to create templates which will enable you to standardise the look of the documents your team produces. By using Forms and Fields you can automate templates, creating drop-down lists and message boxes to prompt users. You can also protect documents or parts of documents from being edited.


Open Learning Centre The Open Learning Centre is open every afternoon for those who wish to

obtain training on specific features in Word on an individual or small group basis. For general help or advice, call in any afternoon between 12:30pm – 5:30pm Monday – Thursday, or 12:30pm – 4:00pm Friday.

If you want help with advanced features in Word, you will need to book a session in advance at: www.ucl.ac.uk/is/olc/bookspecial.htm Sessions will last for up to an hour or possibly longer, depending on availability. Please let us know your previous level of experience, and what areas you would like to cover, when arranging to attend.

See the OLC Web pages for more details at: www.ucl.ac.uk/is/olc

Online learningThere is also a comprehensive range of online training available via TheLearningZone at: www.ucl.ac.uk/elearning

Getting help The following faculties have a dedicated Faculty Information Support Officer

(FISO) who work with faculty staff with one-to-one help, group training, and general advice, all tailored to your subject discipline. Arts and Humanities Engineering Life SciencesMaths and Physical SciencesSocial and Historical Sciences Bartlett

See www.ucl.ac.uk/is/fiso for more details.


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