Microsoft Office 2007- Illustrated Introductory, Windows Edition Creating Documents with Word 2007.

Microsoft Office 2007- Illustrated Introductory, Microsoft Office 2007- Illustrated Introductory, Windows EditionWindows Edition

Creating Documents Creating Documents with Word 2007with Word 2007

ObjectivesObjectives

• Understand word processing Understand word processing softwaresoftware

• Explore the Word program windowExplore the Word program window

• Start a documentStart a document

• Save a documentSave a document

2Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition


• Select textSelect text

• Format text using the Mini toolbarFormat text using the Mini toolbar

• Create a document using a templateCreate a document using a template

• View and navigate a documentView and navigate a document


Unit IntroductionUnit Introduction

• Microsoft Word is a word processing Microsoft Word is a word processing program used to create:program used to create:• LettersLetters• MemosMemos• NewslettersNewsletters• Research papersResearch papers• Web pagesWeb pages• Business cardsBusiness cards• ResumesResumes• Financial reportsFinancial reports• Other types of documentsOther types of documents


Understanding Word Understanding Word Processing SoftwareProcessing Software• A A word processing programword processing program is software is software

that allows you to enter, edit, and format that allows you to enter, edit, and format text and graphicstext and graphics• Copy and move textCopy and move text• Format text with fonts and colorFormat text with fonts and color• Format and design page layoutFormat and design page layout• Insert tables, charts, diagrams, and graphicsInsert tables, charts, diagrams, and graphics• Use mail merge to create form lettersUse mail merge to create form letters

• The files you create using Word are called The files you create using Word are called documentsdocuments


Understanding Word Understanding Word Processing SoftwareProcessing Software

6

Formatted text

Graphic

Table

Chart

Column

Header

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Understanding Word Understanding Word Processing SoftwareProcessing Software

• Plan a document before you create itPlan a document before you create it• Identify:Identify:

• MessageMessage• AudienceAudience• Needed elements (charts, tables, etc.)Needed elements (charts, tables, etc.)• Appropriate tone and look for the Appropriate tone and look for the

document (formal, playful, etc.)document (formal, playful, etc.)

• The purpose of and audience for a The purpose of and audience for a document determine its designdocument determine its design


Exploring the Word Program Exploring the Word Program WindowWindow

• The The Word Word program windowprogram window opens and opens and displays a blank displays a blank documentdocument

• The The insertion insertion pointpoint indicates indicates where text where text appears when appears when you typeyou type

8

Blank document

I-beam pointer

Insertion point


Exploring the Word Program Exploring the Word Program WindowWindow• The The mouse pointermouse pointer changes shape changes shape

depending on its location in the depending on its location in the Word program windowWord program window

• Each pointer is used for a different Each pointer is used for a different purposepurpose

• Click and type pointers position the Click and type pointers position the insertion point and apply paragraph insertion point and apply paragraph formattingformatting



10

Document window

Ribbon

Title bar

Scroll bar

Ruler

Status bar

Quick Access toolbar

View buttons



• The The Ribbon Ribbon contains tabscontains tabs• TabsTabs include buttons for commands include buttons for commands

organized in groupsorganized in groups• Quick Access toolbar Quick Access toolbar contains frequently contains frequently

used commands and is customizableused commands and is customizable


Exploring the Word Program Exploring the Word Program WindowWindow• The Word program windowThe Word program window

• TitleTitle barbar displays the program and displays the program and document namesdocument names

• Office button Office button opens a menu of opens a menu of commands related to managing and commands related to managing and sharing documentssharing documents

• Microsoft Office Help button Microsoft Office Help button provides provides access to the Word Help systemaccess to the Word Help system



• The Word program window (cont.)The Word program window (cont.)• DocumentDocument windowwindow displays the current displays the current

documentdocument• RulersRulers show margin, tab, and indent show margin, tab, and indent

settingssettings• ScrollScroll barsbars are used to display different are used to display different

parts of the document in the document parts of the document in the document windowwindow



• The Word program window (cont.)The Word program window (cont.)• ViewView buttonsbuttons are used to switch are used to switch

between Word document viewsbetween Word document views• Zoom level button Zoom level button andand Zoom slider Zoom slider

provide quick ways to enlarge and provide quick ways to enlarge and decrease a document onscreen viewdecrease a document onscreen view

• StatusStatus barbar shows page information, the shows page information, the location of the insertion point, and the location of the insertion point, and the on/off status of several Word featureson/off status of several Word features


Starting a DocumentStarting a Document• Begin a new document by typing in a blank Begin a new document by typing in a blank

document in the document windowdocument in the document window• Word includes a Word includes a word-wrapword-wrap feature feature

• As you type, the insertion point moves automatically to As you type, the insertion point moves automatically to the next line when you reach the right marginthe next line when you reach the right margin

• Press [Enter] only when you want to start a new Press [Enter] only when you want to start a new paragraph paragraph

15

Wrapped text


Starting a DocumentStarting a Document

• InsertInsert text in a document by clicking text in a document by clicking to move the insertion point and then to move the insertion point and then typingtyping

• DeleteDelete text text• PressPress [Backspace] [Backspace] to delete the text to delete the text

before the insertion pointbefore the insertion point• PressPress [Delete] [Delete] to delete the text after to delete the text after

the insertion pointthe insertion point


Starting a DocumentStarting a Document

• Automatic features that might appear as Automatic features that might appear as you typeyou type• AutoCompleteAutoComplete• AutoCorrectAutoCorrect• Spelling and GrammarSpelling and Grammar


Saving a DocumentSaving a Document

• To store a document permanently, you To store a document permanently, you must save it as a must save it as a filefile

• When you When you savesave a file you give it a name, a file you give it a name, called a called a filenamefilename, and indicate the location , and indicate the location to store the fileto store the file• A filename identifies the file A filename identifies the file • Files can be stored on an internal hard disk, Files can be stored on an internal hard disk,

on a CD or jump drive, or in another locationon a CD or jump drive, or in another location

• Saving a file allows you to close the file Saving a file allows you to close the file and open it later for editing or printingand open it later for editing or printing


Saving a DocumentSaving a Document• Save a file for the first time using the Save a file for the first time using the Save buttonSave button

on the Quick Access toolbar or the on the Quick Access toolbar or the Save Save commandcommand on the Office menu on the Office menu

• Assign a filename and a file location to a Assign a filename and a file location to a document using the document using the Save AsSave As dialog boxdialog box


Location of the file

Filenames should be brief and descriptive

.docx file extension indicates the file is a

Word document

Saving a DocumentSaving a Document

• After you save a file for the first time, After you save a file for the first time, save frequently as you work save frequently as you work • Saving updates the stored copy of the Saving updates the stored copy of the

file with your changesfile with your changes• Save changes using the Save changes using the Save buttonSave button,,

the the Save commandSave command, or [Ctrl][S], or [Ctrl][S]


Selecting TextSelecting Text

• You must You must selectselect text before deleting, text before deleting, editing, or formatting itediting, or formatting it• Click and drag the I-beam pointer Click and drag the I-beam pointer

across text to select itacross text to select it• Selected text is highlightedSelected text is highlighted



22

Selected text



• Formatting marksFormatting marks are special characters are special characters that appear on screen to help you edit and that appear on screen to help you edit and format textformat text

23

This formatting mark indicates a blank line or the

end of a paragraph

• Formatting marks do Formatting marks do not printnot print

• Use the Show/Hide ¶ Use the Show/Hide ¶ button turn the display button turn the display of formatting marks off of formatting marks off and onand on



• To select text quickly, learn to use the To select text quickly, learn to use the mouse to select words, lines, paragraphs, mouse to select words, lines, paragraphs, and other large blocks of textand other large blocks of text

24

Methods for selecting text

to select use the pointer toAny amount of text Drag over the text

A word Double-click the wordA line of text Click with the selection pointer to the left of the line

A sentence Press and hold [Ctrl], then click the sentence

A paragraph Triple-click the paragraph or double-click with the selection pointer to the left of the paragraph

A large block of text Click at the beginning of the selection, press and hold [Shift], then click at the end of the selection

Multiple nonconsecutive selections

Select the first selection, then press and hold [Ctrl] as you select each additional selection

An entire document Triple-click with the selection pointer to the left of any text, press [Ctrl][A], or click the Select button in the Editing group on the Home tab, and then click Select All


Formatting Text Using the Mini Formatting Text Using the Mini Toolbar Toolbar • Includes the most commonly used text and Includes the most commonly used text and

paragraph formatting commandsparagraph formatting commands• Appears faintly above selected textAppears faintly above selected text• Becomes solid when your point to itBecomes solid when your point to it• Right-click selected text if the Mini toolbar Right-click selected text if the Mini toolbar

disappearsdisappears


Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar• Printing a document - Before printing a Printing a document - Before printing a

document, examine it for errors in document, examine it for errors in Print Print PreviewPreview

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Print Preview tab


Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar• Print PreviewPrint Preview shows a document as it will shows a document as it will

look when printedlook when printed• Enlarge the view of the document to see Enlarge the view of the document to see

detailsdetails• Reduce the view to see the overall layout Reduce the view to see the overall layout • Edit the document text in Print PreviewEdit the document text in Print Preview• Print the document from Print Preview Print the document from Print Preview

• Click the Office button, point to Print, then Click the Office button, point to Print, then click click Print Preview Print Preview to open Print Preview to open Print Preview


Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar

• Print a document after proofing a Print a document after proofing a document and correcting errorsdocument and correcting errors• Use the Use the PrintPrint commandcommand on the Office menu to on the Office menu to

change the print settings before printingchange the print settings before printing• Number of copiesNumber of copies• Page rangePage range• Default printerDefault printer


Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar

• Print a document (con’t)Print a document (con’t)• Click the Click the QuickQuick PrintPrint command command on the Office on the Office

menu or the menu or the PrintPrint buttonbutton on the Print Preview on the Print Preview toolbar to print using the default print settingstoolbar to print using the default print settings

• Prints a single copy of the entire documentPrints a single copy of the entire document• The Quick Access toolbar can be customized to The Quick Access toolbar can be customized to

include the Quick Print buttoninclude the Quick Print button


Creating a Document Using a Creating a Document Using a TemplateTemplate• A template helps you create a A template helps you create a

formatted a document quicklyformatted a document quickly• A A templatetemplate is a formatted document that is a formatted document that

contains placeholder textcontains placeholder text• You replace the placeholder text with You replace the placeholder text with

your own text and save the file with a your own text and save the file with a new filenamenew filename

• Word includes templates for faxes, Word includes templates for faxes, letters, reports, brochures, memos, and letters, reports, brochures, memos, and other types of documentsother types of documents


Creating a Document Using a Creating a Document Using a TemplateTemplate• New Document dialog boxNew Document dialog box


Installed Template

Preview

Creating a Document Using a Creating a Document Using a TemplateTemplate

• Replace placeholder text with your Replace placeholder text with your informationinformation

32

Inserted text Placeholder

text


Creating a Document Using a Creating a Document Using a TemplateTemplate

• Using the Undo, Redo, and Repeat Using the Undo, Redo, and Repeat commandscommands• Reverse the last action with the Reverse the last action with the Undo Undo

buttonbutton• Restore a change that you reversed Restore a change that you reversed

with the with the Redo buttonRedo button• Repeat a change with the Repeat a change with the Repeat Repeat

commandcommand on the Edit menu on the Edit menu


Viewing and Navigating a Viewing and Navigating a Document Document • Zoom featureZoom feature

• Enlarge document for a close-up viewEnlarge document for a close-up view• Reduce document for an overview of Reduce document for an overview of

the layoutthe layout

• Use tools in the Zoom group on the Use tools in the Zoom group on the View tabView tab


Viewing and Navigating a Viewing and Navigating a DocumentDocument• Use the Zoom level button on the Use the Zoom level button on the

status barstatus bar• Use the Zoom slider on the status Use the Zoom slider on the status

barbar

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Zoom level button

Zoom slider

Zoom InZoom Out


Viewing and Navigating a Viewing and Navigating a DocumentDocument• Scroll to display different parts of a Scroll to display different parts of a

documentdocument• Drag the scroll box up or down in the Drag the scroll box up or down in the

Vertical scroll barVertical scroll bar• Drag the scroll box right or left in the Drag the scroll box right or left in the

Horizontal scroll barHorizontal scroll bar• Click the Previous Page buttonClick the Previous Page button• Click the Next Page buttonClick the Next Page button


Viewing and Navigating a Viewing and Navigating a DocumentDocument• Word includes different Word includes different viewsviews, or , or

ways of displaying a documentways of displaying a document• PrintPrint LayoutLayout view view displays a document displays a document

as it will look on a printed pageas it will look on a printed page• Full Screen Reading view Full Screen Reading view displays displays

document so it is easy to read onscreendocument so it is easy to read onscreen


Viewing and Navigating a Viewing and Navigating a DocumentDocument

• Word document views (cont.)Word document views (cont.)• WebWeb LayoutLayout view view displays a document displays a document

as it will look when viewed on a as it will look when viewed on a computer screen using a Web browsercomputer screen using a Web browser

• OutlineOutline viewview displays the headings in a displays the headings in a document in outline formdocument in outline form

• Draft view Draft view shows a simplified layout of a shows a simplified layout of a document, without margins, headers document, without margins, headers and footers, or graphicsand footers, or graphics


SummarySummary

• When you start Word, a blank When you start Word, a blank document opens in the document document opens in the document windowwindow

• To create a new document, begin To create a new document, begin typing in the blank documenttyping in the blank document

• Save the new document with a Save the new document with a descriptive filenamedescriptive filename

• As you edit the document, save your As you edit the document, save your changes to it oftenchanges to it often


SummarySummary

• Select text as you workSelect text as you work

• Format text using the Mini toolbarFormat text using the Mini toolbar

• Use Print Preview before printingUse Print Preview before printing

• Save, print, and then close the Save, print, and then close the documentdocument

• When you are finished editing and When you are finished editing and creating documents, close all open creating documents, close all open files, and then close Wordfiles, and then close Word


Microsoft Office 2007-Illustrated Introductory, Microsoft Office 2007-Illustrated Introductory, Windows Vista EditionWindows Vista Edition

Editing DocumentsEditing Documents

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition 42

• Cut and paste textCut and paste text

• Copy and paste textCopy and paste text

• Use the Office ClipboardUse the Office Clipboard

• Find and replace textFind and replace text



• Check spelling and grammarCheck spelling and grammar

• Research informationResearch information

• Add hyperlinksAdd hyperlinks

• Prepare a document for distributionPrepare a document for distribution



Cutting and Pasting TextCutting and Pasting Text

• The operation of moving text from one The operation of moving text from one location to another is called location to another is called cut and pastecut and paste• Cutting text removes it from the documentCutting text removes it from the document• Cut text is placed on the Cut text is placed on the ClipboardClipboard, a , a

temporary storage area for text and graphics temporary storage area for text and graphics cut or copied from a documentcut or copied from a document

• Two clipboards:Two clipboards:• System ClipboardSystem Clipboard - holds one item, the last item - holds one item, the last item

cut or copied from a documentcut or copied from a document• Office ClipboardOffice Clipboard - holds up to 24 items - holds up to 24 items



• CutCut the selected text using the Cut the selected text using the Cut button in the Clipboard group on the button in the Clipboard group on the Home tab or the keyboard shortcut Home tab or the keyboard shortcut [Ctrl][X][Ctrl][X]

• PastePaste text at the location of the text at the location of the insertion point using the Paste button insertion point using the Paste button in the Clipboard group on the Home in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][V]tab or the keyboard shortcut [Ctrl][V]



• You can also move text using the You can also move text using the drag and dropdrag and drop method method• Drag selected text to a new location Drag selected text to a new location

using the mouseusing the mouse• Text that is dragged is not placed on the Text that is dragged is not placed on the

ClipboardClipboard



• UseUse keyboard shortcuts keyboard shortcuts as a quick way to as a quick way to perform a commandperform a command• [Ctrl][X] to cut text[Ctrl][X] to cut text• [Ctrl][C] to copy text[Ctrl][C] to copy text• [Ctrl][V] to paste text[Ctrl][V] to paste text• [Ctrl][A] to select all the text in a document [Ctrl][A] to select all the text in a document • [Ctrl][S] to save a document[Ctrl][S] to save a document

• The keyboard shortcut for a command The keyboard shortcut for a command appears in the ScreenTipappears in the ScreenTip


Copying and Pasting TextCopying and Pasting Text

• Copied text is not removed from the Copied text is not removed from the documentdocument• A copy of copied text is placed on the A copy of copied text is placed on the

ClipboardClipboard• Use the Copy button in the Clipboard Use the Copy button in the Clipboard

group on the Home tab or the keyboard group on the Home tab or the keyboard shortcut [Ctrl][C]shortcut [Ctrl][C]

• Copy selected text by pressing [Ctrl] as Copy selected text by pressing [Ctrl] as you drag it to another locationyou drag it to another location


Copying and Pasting TextCopying and Pasting Text• The The Paste Options buttonPaste Options button allows you allows you

to change the formatting of pasted to change the formatting of pasted texttext

Copied text

Pasted text Paste Options button


Copying and Pasting TextCopying and Pasting Text• Split a document window into two panesSplit a document window into two panes

• Useful when you want to copy and move items Useful when you want to copy and move items in a long documentin a long document

• Use the Use the Split button Split button in the Window group on in the Window group on the View tabthe View tab

• Drag the horizontal split bar to the location you Drag the horizontal split bar to the location you want to split the windowwant to split the window

• Use the scroll bars in each pane to display different Use the scroll bars in each pane to display different parts of the documentparts of the document

• Use the Cut, Copy, and Paste commands to Use the Cut, Copy, and Paste commands to copy or move items between panes copy or move items between panes


Using the Office ClipboardUsing the Office Clipboard

• The The Office ClipboardOffice Clipboard • Stores up to 24 itemsStores up to 24 items• Stores text and graphics Stores text and graphics • Items can be cut or copied from any Items can be cut or copied from any

Office programOffice program• Items on the Office Clipboard can be Items on the Office Clipboard can be

viewedviewed• The last item collected is stored on both The last item collected is stored on both

the Office Clipboard and the system the Office Clipboard and the system ClipboardClipboard



• The Office Clipboard The Office Clipboard appears in the appears in the Clipboard task paneClipboard task pane

• Can be set to open Can be set to open automatically after automatically after two consecutive cut two consecutive cut or copy actionsor copy actions

• Display manually by Display manually by clicking the launcher clicking the launcher in the Clipboard in the Clipboard groupgroup

Stored items

Click to resize or move the Clipboard

task pane

Icon indicates the item is collected

from Word

Click to change display options



• Copying and moving items between Copying and moving items between documentsdocuments• Open both Word documentsOpen both Word documents• Cut or copy text from one documentCut or copy text from one document• Switch to the other documentSwitch to the other document

• Click the button for the document on the task barClick the button for the document on the task bar• Use the Arrange All command in the Window group Use the Arrange All command in the Window group

on the View tab to display both documents at the on the View tab to display both documents at the same timesame time

• Paste the text into the second documentPaste the text into the second document


Finding and Replacing TextFinding and Replacing Text

• Find and Replace featureFind and Replace feature• Use the Use the Replace commandReplace command to search to search

for and replace all instances of a word for and replace all instances of a word or phrase in a documentor phrase in a document

• Automatically find and replace all Automatically find and replace all occurrences at once, oroccurrences at once, or

• Find and review each individual Find and review each individual occurrenceoccurrence

• Use the Use the Find commandFind command to locate and to locate and highlight every occurrence of a word or highlight every occurrence of a word or phrase in a documentphrase in a document


Finding and Replacing Text Finding and Replacing Text

• Find and Replace dialog boxFind and Replace dialog box

Enter Replace criteriaSelect

search options

Enter Find

criteria


Finding and Replacing TextFinding and Replacing Text• Go To tab in Find and Replace dialog boxGo To tab in Find and Replace dialog box

• Use to move to a specific page, section, line, table, graphic or other item in a documentUse to move to a specific page, section, line, table, graphic or other item in a document• Click the Page number button on the status bar to open the Find and Replace dialog box, click the Go To tab, and then make selections Click the Page number button on the status bar to open the Find and Replace dialog box, click the Go To tab, and then make selections


Checking Spelling and GrammarChecking Spelling and Grammar

• Spelling and Grammar checker Spelling and Grammar checker

– Flags possible mistakes and Flags possible mistakes and suggests correctionssuggests corrections

• Misspelled wordsMisspelled words

• Grammar errorsGrammar errors

– You still need to proofread You still need to proofread your documents carefully for your documents carefully for errorserrors



Identified misspelled

word

Suggested correction



Identified grammar

error

Suggested corrections


Checking Spelling and Grammar Checking Spelling and Grammar

• Inserting text with Inserting text with AutoCorrectAutoCorrect• Create your own AutoCorrect entriesCreate your own AutoCorrect entries

• Words you type often, such as a nameWords you type often, such as a name• Words you often misspellWords you often misspell

• To create an AutoCorrect entryTo create an AutoCorrect entry• Open the AutoCorrect dialog boxOpen the AutoCorrect dialog box

• To insert an AutoCorrect entry in a To insert an AutoCorrect entry in a documentdocument

• Type the text you want Word to correct Type the text you want Word to correct followed by [Spacebar]followed by [Spacebar]


Researching InformationResearching Information

• Research task pane provides access Research task pane provides access to many resourcesto many resources

• Use the Use the ThesaurusThesaurus to look up to look up synonyms for repetitive or awkward synonyms for repetitive or awkward wordswords• Select a word, then click Thesaurus in Select a word, then click Thesaurus in

the Proofing groupthe Proofing group• Right-click a word, then point to Right-click a word, then point to

SynonymsSynonyms


Word in document

Possible meaning

Synonyms for the word

• Thesaurus appears Thesaurus appears in the in the Research Research task panetask pane

• With an active With an active Internet Internet connection, the connection, the Research task Research task pane provides pane provides access to other access to other reference sourcesreference sources

Researching Researching InformationInformation


Adding HyperlinksAdding Hyperlinks

• A A hyperlinkhyperlink is text or a graphic that, is text or a graphic that, when clicked, moves the viewer to a when clicked, moves the viewer to a different location or programdifferent location or program

• Click Hyperlink button in the Links Click Hyperlink button in the Links group on the Insert tab to open the group on the Insert tab to open the Insert Hyperlink dialog boxInsert Hyperlink dialog box

• Use the Insert Hyperlink dialog box to Use the Insert Hyperlink dialog box to create hyperlinkscreate hyperlinks



• The Insert Hyperlink dialog boxThe Insert Hyperlink dialog box

Types of links you can create

Use to modify

ScreenTip



• Hyperlinks in a documentHyperlinks in a document

Hyperlink and its corresponding

ScreenTip

Purple indicates hyperlink has been followed


Preparing a Document for Preparing a Document for Distribution Distribution • Viewing and modifying document Viewing and modifying document

propertiesproperties• Document propertiesDocument properties are user-defined are user-defined

details about a file that can help to details about a file that can help to identify it, such as:identify it, such as:

• AuthorAuthor• TitleTitle• KeywordsKeywords

• Click the Office button, point to Prepare, Click the Office button, point to Prepare, and then click Propertiesand then click Properties


Preparing a Document for Preparing a Document for DistributionDistribution• Prepare command optionsPrepare command options

• PropertiesProperties• Inspect DocumentInspect Document• Encrypt DocumentEncrypt Document• Add a Digital SignatureAdd a Digital Signature• Mark as FinalMark as Final• Run Compatibility CheckerRun Compatibility Checker


Preparing a Document for Preparing a Document for DistributionDistribution• Document Information PanelDocument Information Panel

Click list arrow, then click Advanced Properties to open

the Properties dialog box


SummarySummary

• Reorganize text using the Cut, Copy, and Reorganize text using the Cut, Copy, and Paste commandsPaste commands• Use the system Clipboard and the Office Use the system Clipboard and the Office

ClipboardClipboard

• Search for and replace all instances of a Search for and replace all instances of a word or phrase using the Find and word or phrase using the Find and Replace featureReplace feature

• Check a document for possible errors Check a document for possible errors using the Spelling and Grammar checker using the Spelling and Grammar checker • Always proofread a document Always proofread a document


SummarySummary

• Replace a word with a synonym using the Replace a word with a synonym using the ThesaurusThesaurus

• Add hyperlinks to documents to help users Add hyperlinks to documents to help users move quickly within a document or to move quickly within a document or to another document or locationanother document or location

• Prepare a document for distribution by Prepare a document for distribution by reviewing the document properties and by reviewing the document properties and by using the Document Inspector to remove using the Document Inspector to remove private or identifying informationprivate or identifying information


Formatting Text and Formatting Text and ParagraphsParagraphs

Editing Documents


• Format with fontsFormat with fonts

• Copy formats using the Format Copy formats using the Format PainterPainter

• Change line and paragraph spacingChange line and paragraph spacing

• Align paragraphsAlign paragraphs

• Work with tabsWork with tabs



• Work with indentsWork with indents

• Add bullets and numberingAdd bullets and numbering

• Add borders and shadingAdd borders and shading

• Add footnotes and endnotesAdd footnotes and endnotes



Formatting with FontsFormatting with Fonts

• Formatting text with fonts is a Formatting text with fonts is a powerful way to alter the appearance powerful way to alter the appearance of a documentof a document• A A fontfont is a complete set of characters is a complete set of characters

with the same typeface or designwith the same typeface or design• Arial, Times New Roman, Tahoma, and Arial, Times New Roman, Tahoma, and

Calibri are examples of fontsCalibri are examples of fonts• Each font has a specific design and feelEach font has a specific design and feel


Formatting with FontsFormatting with Fonts Serif fontsSerif fonts have a small stroke, called a have a small stroke, called a

serifserif, on the ends of characters, and are , on the ends of characters, and are often used for body text:often used for body text:

– Times New RomanTimes New Roman– GaramondGaramond– Book AntiquaBook Antiqua– Californian FBCalifornian FB

Sans serif fontsSans serif fonts do not have a serif, and do not have a serif, and are often used for headings:are often used for headings:

– Arial Rounded MT BoldArial Rounded MT Bold– Comic Sans MSComic Sans MS– Franklin Gothic DemiFranklin Gothic Demi– PapyrusPapyrus



• Changing the size of text, or the Changing the size of text, or the font font sizesize, is another way to determine the , is another way to determine the impact of textimpact of text• Font size is measured in pointsFont size is measured in points• A A pointpoint is 1/72 of an inch is 1/72 of an inch• 11-point Calibri is the default font size 11-point Calibri is the default font size

and font for a new Word documentand font for a new Word document

• You can also change the You can also change the font colorfont color


Formatting with Fonts Formatting with Fonts • Change fonts using the Font Change fonts using the Font

list arrowlist arrow• Change font size using the Change font size using the

Font Size list arrowFont Size list arrow• Change font color using the Change font color using the

Font Color list arrowFont Color list arrow

Font list arrow

Font Size list arrow

Font names are formatted in the font



• Tips for formatting with fontsTips for formatting with fonts• Choose fonts that augment the Choose fonts that augment the

document purposedocument purpose• Conservative fonts for business Conservative fonts for business

documentsdocuments• Playful fonts for flyers, invitations, etc.Playful fonts for flyers, invitations, etc.

• Too many fonts can clutter a documentToo many fonts can clutter a document• Use no more than two or three different Use no more than two or three different

fonts in a documentfonts in a document

• Format body text and headings in a Format body text and headings in a different fontdifferent font



• Adding a drop capAdding a drop cap• A A drop capdrop cap is a large is a large

initial capital letter, initial capital letter, often used to set off often used to set off the first paragraph of the first paragraph of an articlean article

• To insert a drop cap, To insert a drop cap, use click the Drop Cap use click the Drop Cap button in the Text button in the Text group on the Insert tabgroup on the Insert tab


Changing Font Styles and Changing Font Styles and EffectsEffects

• Font stylesFont styles• Make text darker and thickerMake text darker and thicker by by

applying applying boldbold• Click the Bold button to apply boldClick the Bold button to apply bold

• Slant text by applying Slant text by applying italic italic • Click the Italic button to apply italicClick the Italic button to apply italic

• UnderlineUnderline text for emphasistext for emphasis• Click the Underline list arrow, then select Click the Underline list arrow, then select

an underline stylean underline style


• The The Format PainterFormat Painter allows you to allows you to copy the format setting applied to copy the format setting applied to selected text to other textselected text to other text• Use to copy multiple format settings or Use to copy multiple format settings or

individual onesindividual ones• Click the Format Painter button once to Click the Format Painter button once to

apply the format settings to one itemapply the format settings to one item• Double-click the Format Painter button to Double-click the Format Painter button to

activate the Format Painter and apply activate the Format Painter and apply settings to multiple itemssettings to multiple items

Changing Line and Changing Line and Paragraph SpacingParagraph Spacing


Changing Font Styles and Changing Font Styles and Effects Effects

• Font effectsFont effects• Apply using the Apply using the Font Font

dialog boxdialog box• SuperscriptSuperscript• SubscriptSubscript• ShadowShadow• OutlineOutline• EmbossEmboss• EngraveEngrave• Small capsSmall caps Choose font

effects



• Character-spacing effectsCharacter-spacing effects• Apply character-spacing effects using Apply character-spacing effects using

the Character Spacing tab in the Font the Character Spacing tab in the Font dialog boxdialog box

• Change the width, orChange the width, or scale scale, of characters, of characters• Change the spacing between charactersChange the spacing between characters• Raise or lower characters relative to the Raise or lower characters relative to the

line of textline of text



48 point, red, shadow

effect, 80% character

scale

ItalicBold



• Changing the case of lettersChanging the case of letters• Change letters from uppercase to Change letters from uppercase to

lowercase and vice versalowercase and vice versa• Sentence caseSentence case capitalizes the first letter of capitalizes the first letter of

a sentencea sentence• Title caseTitle case capitalizes the first letter of each capitalizes the first letter of each

wordword• Toggle caseToggle case switches all letters to the switches all letters to the

opposite caseopposite case

• Use the Change Case button in the Use the Change Case button in the Font group on the Home tabFont group on the Home tab


Changing Line and Paragraph Changing Line and Paragraph SpacingSpacing

• Adding white space to a document Adding white space to a document can make it easier to readcan make it easier to read• Increase space between Increase space between lineslines using the using the

LineLine SpacingSpacing listlist arrow arrow • Increase space between Increase space between paragraphsparagraphs

using the Before and After text boxes in using the Before and After text boxes in the Paragraph group on the Page the Paragraph group on the Page Layout tabLayout tab


Changing Line and Paragraph Changing Line and Paragraph Spacing Spacing

12 points of space added before title paragraph

Line spacing is 1.5

Spacing section shows paragraph

spacing for paragraph where insertion point is

located

Line spacing is 1.15

6 points of space added after heading paragraph


Changing Line and Changing Line and Paragraph SpacingParagraph Spacing

• Formatting with Formatting with Quick StylesQuick Styles• Apply multiple format settings in one step Apply multiple format settings in one step

with a stylewith a style• A A stylestyle is a set of format settings that are is a set of format settings that are

named and stored togethernamed and stored together• Styles can include character and Styles can include character and

paragraph format settingsparagraph format settings• Apply Quick Styles by selecting a style Apply Quick Styles by selecting a style

from the Quick Style galleryfrom the Quick Style gallery


Changing Line and Changing Line and Paragraph SpacingParagraph Spacing• Each Quick Style Each Quick Style

set includes styles set includes styles for a title, several for a title, several heading levels, heading levels, body text, quotes, body text, quotes, and listsand lists

• Each Quick Style Each Quick Style Set has a different Set has a different designdesign


Aligning ParagraphsAligning Paragraphs

• Paragraphs are aligned relative to Paragraphs are aligned relative to the left and right marginsthe left and right margins• Left-aligned Left-aligned text is flush with the left text is flush with the left

margin and has a ragged right edgemargin and has a ragged right edge• Right-alignedRight-aligned text is flush with the right text is flush with the right

marginmargin• CenteredCentered text is positioned evenly text is positioned evenly

between the marginsbetween the margins• JustifiedJustified text is flush with both the left text is flush with both the left

and right margins and right margins



• Change paragraph alignment using the alignment Change paragraph alignment using the alignment buttons in the Paragraph group on the Home tabbuttons in the Paragraph group on the Home tab

Centered

Justified

Right-aligned

Left-aligned



• Indents and Spacing tab in the Indents and Spacing tab in the Paragraph dialog boxParagraph dialog box

• Shows the format Shows the format settings for the active settings for the active text and paragraphtext and paragraph

• Use to check, change, Use to check, change, and compare format and compare format settingssettings



• Format a document using themesFormat a document using themes

• A A themetheme is a complete set of theme is a complete set of theme colors, fonts, and effectscolors, fonts, and effects

• Preview a theme before applying itPreview a theme before applying it

• Click the Themes button in the Click the Themes button in the Themes group on the Page Layout Themes group on the Page Layout tab to select and apply a themetab to select and apply a theme


Working with TabsWorking with Tabs

• TabsTabs help you to align text vertically at a help you to align text vertically at a specific location on a pagespecific location on a page• A A tab stoptab stop is a point on the horizontal ruler that is a point on the horizontal ruler that

identifies a text alignment locationidentifies a text alignment location• By default, tab stops are located every ½ inch By default, tab stops are located every ½ inch

from the left marginfrom the left margin• You can create custom tab stops You can create custom tab stops • Text can be aligned to the left, right, or center Text can be aligned to the left, right, or center

of a tab stop, or aligned with a bar character of a tab stop, or aligned with a bar character or decimal pointor decimal point



• Set tabs using the rulerSet tabs using the ruler • Click the Click the tab indicatortab indicator at the left end of the at the left end of the

horizontal ruler to select the type of tabhorizontal ruler to select the type of tab• Set the tab by clicking the ruler at the location Set the tab by clicking the ruler at the location

you want the tab stop to beyou want the tab stop to be• Tab stop applies to:Tab stop applies to:

• The active paragraph, or The active paragraph, or • The selected paragraphsThe selected paragraphs

• Drag a tab stop on the ruler to change its Drag a tab stop on the ruler to change its locationlocation



Tabbed text left-aligned

Left tab stop Right tab stop

Tabbed text right-aligned

Tab leader

Tab indicator



• Set tabs using the Tabs dialog boxSet tabs using the Tabs dialog box– Create new tab stopsCreate new tab stops

– Change the position or Change the position or alignment of existing tab alignment of existing tab stopsstops

– Clear tab stopsClear tab stops

– Apply a Apply a tab leadertab leader, a line , a line that appears in front of that appears in front of tabbed texttabbed text


Working with IndentsWorking with Indents

• IndentingIndenting a paragraph moves the edge of a paragraph moves the edge of the paragraph in from the left or right the paragraph in from the left or right marginmargin• Indent the entire left or right edge of a Indent the entire left or right edge of a

paragraphparagraph• Indent just the first lineIndent just the first line• Indent all lines except the first lineIndent all lines except the first line

• Indent markersIndent markers on the horizontal ruler on the horizontal ruler identify the indent settings for the identify the indent settings for the paragraph in which the insertion point is paragraph in which the insertion point is locatedlocated



• To indent a paragraph:To indent a paragraph:• Drag an indent marker to a new Drag an indent marker to a new

location on the rulerlocation on the ruler• Click the Increase Indent button or the Click the Increase Indent button or the

Decrease Indent button in the Decrease Indent button in the Paragraph group on the Home tabParagraph group on the Home tab

• Change the indent settings on the Change the indent settings on the Indents and Spacing tab in the Indents and Spacing tab in the Paragraph dialog boxParagraph dialog box



First Line Indent marker

Hanging Indent marker

Left Indent marker

Indented paragraph Right Indent

marker

Indent buttons



• Clearing text formattingClearing text formatting• Use the Use the Clear Formatting commandClear Formatting command to to

return text to its default settings:return text to its default settings:• 11-point Calibri text11-point Calibri text• Left-aligned, 1.15 paragraph spacing, 10 Left-aligned, 1.15 paragraph spacing, 10

points below, and with no indentspoints below, and with no indents

• To clear formatting, select the text, click To clear formatting, select the text, click the Clear All Formatting button in the the Clear All Formatting button in the Font group on the Home tabFont group on the Home tab


Adding Bullets and NumberingAdding Bullets and Numbering

• Formatting paragraphs with bullets Formatting paragraphs with bullets and numbering can help to organize and numbering can help to organize ideas in a documentideas in a document• A A bulletbullet is a character, often a small is a character, often a small

circle, that appears before the items in circle, that appears before the items in a list to add emphasisa list to add emphasis

• NumberingNumbering the items in a list helps to the items in a list helps to illustrate sequence and priorityillustrate sequence and priority


Adding Bullets and Numbering Adding Bullets and Numbering

Numbered list

Bulleted list

• Use the Use the Bullets button Bullets button oror Numbering button Numbering button in the Paragraph group in the Paragraph group on the Home tab to apply bullets or numbering to paragraphson the Home tab to apply bullets or numbering to paragraphs

Bullets and Numbering

buttons


Adding Bullets and Numbering Adding Bullets and Numbering

• Use the Use the Bullets Bullets oror Numbering list arrows Numbering list arrows to apply, to apply, change, or customize bullet and numbering styleschange, or customize bullet and numbering styles


Adding Bullets and NumberingAdding Bullets and Numbering

• Creating outlinesCreating outlines• To create a hierarchical structure in a To create a hierarchical structure in a

list, apply an list, apply an outline numbering styleoutline numbering style• Click the Click the Multilevel List list arrow Multilevel List list arrow to to

select and apply a multilevel list styleselect and apply a multilevel list style• Format an existing listFormat an existing list

• Demote items using the Demote items using the Increase Indent Increase Indent buttonbutton

• Promote items using the Promote items using the Decrease Indent Decrease Indent buttonbutton


Adding Borders and ShadingAdding Borders and Shading

• Adding borders and shading to text can Adding borders and shading to text can help to enhance the information in a help to enhance the information in a documentdocument• A A borderborder is a line added above, below, to the is a line added above, below, to the

side of, or around words or paragraphsside of, or around words or paragraphs• ShadingShading is a color or pattern that is added is a color or pattern that is added

behind words or paragraphsbehind words or paragraphs• Use the Use the Border button Border button or the or the Shading button Shading button

in the Paragraph group on the Home tabin the Paragraph group on the Home tab



• Border optionsBorder options• BoxBox• ShadowShadow• 3-D3-D• CustomCustom• Line styleLine style• Line colorLine color• Line widthLine width


Adding Borders and Shading Adding Borders and Shading

• Shading optionsShading options• Fill colorFill color

• Theme colorTheme color• Standard colorStandard color• Custom colorCustom color

• Pattern stylePattern style• Tint (e.g. 75%)Tint (e.g. 75%)• Pattern (e.g. diagonal lines)Pattern (e.g. diagonal lines)



BorderShading


Adding Borders and Shading Adding Borders and Shading

• Highlighting text in a documentHighlighting text in a document• HighlightingHighlighting is transparent color that is is transparent color that is

applied to text using the Highlight applied to text using the Highlight pointerpointer

• Highlighting is most effective when a Highlighting is most effective when a document is viewed on screendocument is viewed on screen

• Highlighting does printHighlighting does print

• To highlight text, click the Text Highlight To highlight text, click the Text Highlight Color list arrow in the Font group on the Color list arrow in the Font group on the Home tab, select a color, then select Home tab, select a color, then select the textthe text


Adding Footnotes and Adding Footnotes and EndnotesEndnotes• Footnotes and endnotes provide Footnotes and endnotes provide

additional informationadditional information• They consist of two partsThey consist of two parts

• Note reference markNote reference mark• Corresponding footnote or endnoteCorresponding footnote or endnote

• To convert footnotes to endnotes, click To convert footnotes to endnotes, click the launcher in the Footnote group, the launcher in the Footnote group, click Convert, click OK, then click click Convert, click OK, then click Close.Close.


Adding Footnotes and Adding Footnotes and Endnotes Endnotes Example of footnote in textExample of footnote in text


Footnote text

Separator line

Note reference mark


Adding Footnotes and Adding Footnotes and Endnotes Endnotes Creating a bibliographyCreating a bibliography• A A bibliographybibliography is a list of reference sources you is a list of reference sources you

cited or consulted while creating a documentcited or consulted while creating a document• Create a source for each reference source you Create a source for each reference source you

usedused• Insert citations in a document that are tied to a Insert citations in a document that are tied to a

sourcesource• The bibliography is generated using the source The bibliography is generated using the source

information provided for the documentinformation provided for the document


SummarySummary

• Enhance documents with formattingEnhance documents with formatting• Format characters:Format characters:

• Font, font size, font styles, font effects, and Font, font size, font styles, font effects, and character-spacingcharacter-spacing

• Format paragraphsFormat paragraphs• Alignment, line spacing, paragraph spacing, tabs, Alignment, line spacing, paragraph spacing, tabs,

indents, bullets, numbering, borders, and shadingindents, bullets, numbering, borders, and shading

• Choose appropriate formatting for the Choose appropriate formatting for the document’s purpose and audiencedocument’s purpose and audience

• Take care not to over format a documentTake care not to over format a document


Formatting DocumentsFormatting Documents

116Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition

• Set document marginsSet document margins

• Divide a document into sectionsDivide a document into sections

• Insert page breaksInsert page breaks

• Format columnsFormat columns

• Insert page numbersInsert page numbers



• Add headers and footersAdd headers and footers

• Edit headers and footersEdit headers and footers

• Insert a tableInsert a table

• Insert clip artInsert clip art



Setting Document MarginsSetting Document Margins

• Document Document marginsmargins are the blank are the blank areas between the edge of the text areas between the edge of the text and the edge of the pageand the edge of the page• Default margins are 1” at the top, Default margins are 1” at the top,

bottom, left, and right sides of the pagebottom, left, and right sides of the page• Changing a document’s margins Changing a document’s margins

changes the amount of text that fits on changes the amount of text that fits on a pagea page



• To adjust a document’s margins:To adjust a document’s margins:• Click the Margins button in the Page Click the Margins button in the Page

Setup group on the Page Layout tab, Setup group on the Page Layout tab, then click Custom Margins then click Custom Margins

• Change margin settings on the Margins Change margin settings on the Margins tab in the Page Setup dialog boxtab in the Page Setup dialog box

• Drag a margin indicator on a ruler to a Drag a margin indicator on a ruler to a new locationnew location


Setting Document Margins Setting Document Margins

Ruler shows location of top margin

Top margin

Ruler shows location of left

margin

Right margin

Left margin



• Page orientation Page orientation • Portrait orientationPortrait orientation means a page is means a page is

taller than it is widetaller than it is wide• The default page orientation for a The default page orientation for a

document is portraitdocument is portrait

• Landscape orientationLandscape orientation means a page is means a page is wider than it is tallwider than it is tall

• Paper sizePaper size• Default paper size is 8.5” x 11”Default paper size is 8.5” x 11”



• The Page Setup dialog boxThe Page Setup dialog box – Margins tabMargins tab

• Change margins, page Change margins, page orientation, and format the orientation, and format the layout of pages in a multiple layout of pages in a multiple page documentpage document

– Paper tabPaper tab• Change paper size and Change paper size and

paper sourcepaper source

– Layout tabLayout tab• Format sections, format Format sections, format

headers and footers, and headers and footers, and change vertical alignmentchange vertical alignment



• Margin options in a multiple page Margin options in a multiple page documentdocument• MirrorMirror marginsmargins are used in documents with are used in documents with

facing pages, such as magazinesfacing pages, such as magazines• Inside and outside margins are a mirror image of Inside and outside margins are a mirror image of

each other each other

• A A guttergutter margin is used in documents that are margin is used in documents that are bound, such as booksbound, such as books

• A gutter adds extra space to the top, left, or inside A gutter adds extra space to the top, left, or inside margin to allow for the bindingmargin to allow for the binding

• Set mirror margins and a gutter on the Set mirror margins and a gutter on the Margins tab of the Page Setup dialog boxMargins tab of the Page Setup dialog box


Dividing a Document Dividing a Document into Sectionsinto Sections• A A sectionsection is a portion of a document that is is a portion of a document that is

separated from the rest of the document separated from the rest of the document by section breaksby section breaks• A A section breaksection break is a formatting mark that is a formatting mark that

shows the end of a sectionshows the end of a section• You divide a document into sections when you You divide a document into sections when you

want to apply different page layout settings, want to apply different page layout settings, such as columns, to sections such as columns, to sections

• Sections are used to vary the layout of a documentSections are used to vary the layout of a document• A document is formatted in a single section by A document is formatted in a single section by

defaultdefault


Dividing a Document Dividing a Document into Sectionsinto Sections

• Insert a section break using the Breaks Insert a section break using the Breaks button in the Page Setup group on the button in the Page Setup group on the Page Layout tabPage Layout tab

• Types of section breaksTypes of section breaksSection Function

Next page Begins a new section and moves the text following the break to the top of the next page

Continuous Begins a new section on the same page

Even page Begins a new section and moves the text following the break to the top of the next even-numbered page

Odd page Begins a new section and moves the text following the break to the top of the next odd-numbered page


Dividing a Document Dividing a Document into Sectionsinto Sections

Section 1 is formatted in one

column

Section 2 is formatted in two columns

Continuous section break


Dividing a Document Dividing a Document into Sectionsinto Sections• Changing page layout settings for a Changing page layout settings for a

sectionsection• Each section in a document can have different Each section in a document can have different

page layout settingspage layout settings• Margins, page orientation, paper size, headers and Margins, page orientation, paper size, headers and

footers, page numbering, vertical alignment, etc.footers, page numbering, vertical alignment, etc.

• To apply page layout settings to an individual To apply page layout settings to an individual section, make sure to click the Apply to list section, make sure to click the Apply to list arrow in the Page Setup dialog box, and then arrow in the Page Setup dialog box, and then click This section click This section


Inserting Page Breaks Inserting Page Breaks

• Vertically aligning text on a pageVertically aligning text on a page• By default, text is vertically aligned with the top By default, text is vertically aligned with the top

margin of a pagemargin of a page• Other vertical alignment optionsOther vertical alignment options

• Text centered between the top and bottom marginsText centered between the top and bottom margins• Text justified between the top and bottom marginsText justified between the top and bottom margins• Text aligned with the bottom marginText aligned with the bottom margin

• Vertically align text only when the text does Vertically align text only when the text does not fill a pagenot fill a page

• Change vertical alignment on the Layout tab of Change vertical alignment on the Layout tab of the Page Setup dialog boxthe Page Setup dialog box


Inserting Page BreaksInserting Page Breaks

• As you type, an As you type, an automatic (soft) page automatic (soft) page breakbreak is automatically inserted when you is automatically inserted when you reach the bottom of a pagereach the bottom of a page• Text flows to the next pageText flows to the next page

• You can force text onto the next page by You can force text onto the next page by inserting a inserting a manual (hard) page breakmanual (hard) page break• Use the Breaks button in the Page Setup Use the Breaks button in the Page Setup

group on the Page Layout tab to insert a page group on the Page Layout tab to insert a page break, or break, or

• Press [Ctrl][Enter]Press [Ctrl][Enter]


Inserting Page BreaksInserting Page Breaks

Manual page break Text that follows break is forced to next page


Formatting ColumnsFormatting Columns

• Format text in columns to make it Format text in columns to make it easier to readeasier to read• Apply column formatting to a document, Apply column formatting to a document,

to a section, or to selected textto a section, or to selected text• Use the Use the Columns buttonColumns button in the Page Setup in the Page Setup

group on the Page Layout tab to quickly group on the Page Layout tab to quickly create columns of equal widthcreate columns of equal width

• Use the Use the Columns dialog boxColumns dialog box to create to create columns, customize the width and spacing columns, customize the width and spacing of columns, and add lines between columns of columns, and add lines between columns



• Control the flow of text in columnsControl the flow of text in columns• Insert a Insert a column breakcolumn break to force text after to force text after

the break to the top of the next columnthe break to the top of the next column• BalanceBalance columnscolumns of unequal length on of unequal length on

a page by inserting a continuous a page by inserting a continuous section break at the end of the last section break at the end of the last column on a pagecolumn on a page

• Insert a column or continuous section Insert a column or continuous section break using the Breaks button in the break using the Breaks button in the Page Setup group on the Page Layout Page Setup group on the Page Layout tabtab



Column break

forces text to the top of the next

column Continuous section break balances the columns on the page



• Hyphenating text in a documentHyphenating text in a document• HyphensHyphens are small dashes that break words at are small dashes that break words at

the end of a linethe end of a line• Hyphenating text helps to control the flow of Hyphenating text helps to control the flow of

text in columnstext in columns• Diminishes the gaps between words in justified textDiminishes the gaps between words in justified text• Reduces ragged right edges in left-aligned text Reduces ragged right edges in left-aligned text

• To hyphenate a document automatically, click To hyphenate a document automatically, click the Hyphenation button in the Page Setup the Hyphenation button in the Page Setup group on the Page Layout tabgroup on the Page Layout tab

• A narrower hyphenation zone results in more A narrower hyphenation zone results in more hyphenated words and a cleaner look to columnshyphenated words and a cleaner look to columns


Inserting Page NumbersInserting Page Numbers

• Automatically number the pages of a document by Automatically number the pages of a document by inserting a page number field inserting a page number field • A A fieldfield is a code that serves as a placeholder for data that is a code that serves as a placeholder for data that

changes in a documentchanges in a document• Click the Page Numbers button in the Header & Footer Click the Page Numbers button in the Header & Footer

group on the Insert tab to insert a page number fieldgroup on the Insert tab to insert a page number field• Select a location, such as bottom of pageSelect a location, such as bottom of page

• Select a preformatted page number and alignmentSelect a preformatted page number and alignment


Inserting Page Numbers Inserting Page Numbers

• Page number fields are inserted in a Page number fields are inserted in a document header or footerdocument header or footer

Page number (in the Footer

area)

Document text (dimmed when the Footer area

is open)



• Moving around in a long documentMoving around in a long document• Scroll Scroll using the scroll barsusing the scroll bars• Browse by Object Browse by Object button below the button below the

vertical scroll barvertical scroll bar• Select object to browse by from the palette Select object to browse by from the palette

of object typesof object types• Object types include next or previous Object types include next or previous

page, section, table, graphic, or other item page, section, table, graphic, or other item of the same typeof the same type



• Insert Quick PartsInsert Quick Parts• Insert a Quick Part field, such as a field for the Insert a Quick Part field, such as a field for the

current date or current timecurrent date or current time• Update content in field automatically each time you Update content in field automatically each time you

open the document, oropen the document, or• Keep content in field as static text Keep content in field as static text • Word uses your computer clock to compute the Word uses your computer clock to compute the

current date and timecurrent date and time

• Click the Quick Parts button in the Text group Click the Quick Parts button in the Text group on the Insert tab, click Field on the menu, click on the Insert tab, click Field on the menu, click the field name in the Field dialog boxthe field name in the Field dialog box


Adding Headers and FootersAdding Headers and Footers

• Add headers and footers to a document Add headers and footers to a document when there is an item you want to appear when there is an item you want to appear on every pageon every page• A A headerheader is text or graphics that appears at is text or graphics that appears at

the top of every page of a documentthe top of every page of a document• A A footerfooter is text or graphics that appears at the is text or graphics that appears at the

bottom of every page of a documentbottom of every page of a document

• Headers and footers often contain Headers and footers often contain information such as document title, author information such as document title, author name, dates, and page numbersname, dates, and page numbers



• Open headers and footers by clicking the Open headers and footers by clicking the Header button or the Footer button on the Header button or the Footer button on the Insert tabInsert tab

• Add text to headers and footers by typing Add text to headers and footers by typing in the Header and Footer areasin the Header and Footer areas• You can also add symbols, borders, graphics, You can also add symbols, borders, graphics,

and other elements to headers and footersand other elements to headers and footers

• The Header & Footer Tools Design tab The Header & Footer Tools Design tab opens when the Header and Footer areas opens when the Header and Footer areas are openare open



• Document text is dimmed when the Header and Document text is dimmed when the Header and Footer areas are openFooter areas are open

• Dimmed text can’t be editedDimmed text can’t be edited• The Header and Footers areas are independent of the The Header and Footers areas are independent of the

document itself and must be formatted separatelydocument itself and must be formatted separately

Header & Footer Tools Design Tab

Header area open with

content control



• Create custom Headers and Footers Create custom Headers and Footers as a Building Blockas a Building Block

• To saveTo save• Select all the text including the last Select all the text including the last

paragraph markparagraph mark• Click the Header (or Footer) buttonClick the Header (or Footer) button• Click Save Selection to Header GalleryClick Save Selection to Header Gallery• Complete the Create New Building Complete the Create New Building

Block dialog boxBlock dialog box


Editing Headers and FootersEditing Headers and Footers

• To edit headers and footers, first To edit headers and footers, first open the Header and Footer areas:open the Header and Footer areas:• Double-click a header or footer in Print Double-click a header or footer in Print

Layout viewLayout view• Insert, delete, and format content Insert, delete, and format content • Change the default tab stops in the Change the default tab stops in the

Header and Footer areas if the default Header and Footer areas if the default document margins were changeddocument margins were changed



• Insert symbolsInsert symbols• A A symbolsymbol is a special character, such as a is a special character, such as a

graphic, shape, or foreign language charactergraphic, shape, or foreign language character• Add a symbol using the Symbol button on the Add a symbol using the Symbol button on the

Insert tabInsert tab

Symbol in a header



• Create different headers and footers:Create different headers and footers:• For the first page of a document or For the first page of a document or

sectionsection• For each section in a documentFor each section in a document• For even- and odd-numbered pages in For even- and odd-numbered pages in

a document or sectiona document or section

• Use the tools on the Header & Footer Use the tools on the Header & Footer Tools Design tab or use the Layout Tools Design tab or use the Layout tab in the Page Setup dialog boxtab in the Page Setup dialog box



• AutoText entriesAutoText entries• Word includes built-in AutoText entriesWord includes built-in AutoText entries

• Such as letter salutations and closingsSuch as letter salutations and closings

• Create and store custom AutoText entries for Create and store custom AutoText entries for information you use frequently information you use frequently

• Such as a company name or logoSuch as a company name or logo

• Use the Quick Parts button in the Text group on Use the Quick Parts button in the Text group on the Insert tab, then click Save Selection to the Insert tab, then click Save Selection to Quick Part GalleryQuick Part Gallery

• Complete the Create New Building Block dialog Complete the Create New Building Block dialog boxbox


Inserting a TableInserting a Table

• Tables illustrate information intended Tables illustrate information intended for quick reference and analysisfor quick reference and analysis• A A tabletable is a grid of columns and rows is a grid of columns and rows

that you can fill with text and graphicsthat you can fill with text and graphics• A A cellcell is the box formed by the intersection is the box formed by the intersection

of a column and a rowof a column and a row• BordersBorders are the lines that divide the rows are the lines that divide the rows

and columns of a table and help you see and columns of a table and help you see the structurethe structure



• Completed table in a documentCompleted table in a document

Border

Row

Column

Cell


Inserting a Table Inserting a Table

• Create a blank tableCreate a blank table• Click the Table button in the Table Click the Table button in the Table

group on the Insert tabgroup on the Insert tab• Click Insert TableClick Insert Table

• Determine the number of columns and rows in Determine the number of columns and rows in the tablethe table

• Choose an option for sizing the width of the Choose an option for sizing the width of the columnscolumns



• Table Tools Design tabTable Tools Design tab• Select Table Style OptionsSelect Table Style Options• Apply Table StylesApply Table Styles• Draw bordersDraw borders

• Table Tools Layout tabTable Tools Layout tab• View table propertiesView table properties• Insert /delete rows, columnsInsert /delete rows, columns• Merge/split cellsMerge/split cells• Align cell contentAlign cell content


Inserting Clip ArtInserting Clip Art

• Illustrate a document with clip art Illustrate a document with clip art • Clip artClip art is a collection of graphic images is a collection of graphic images

that you can insert in a documentthat you can insert in a document• Clip OrganizerClip Organizer, a library of clips, a library of clips • Clips Clips are the media files, including are the media files, including

graphics, photographs, sounds, movies, graphics, photographs, sounds, movies, and animations, that come with Word and animations, that come with Word

• Add clips by clicking the Clip Art button Add clips by clicking the Clip Art button in the Illustrations group on the Insert in the Illustrations group on the Insert tabtab


Inserting Clip ArtInserting Clip Art

• Search for clips using the ClipArt Search for clips using the ClipArt task panetask pane

Search using a keyword

Results of a clip search

Choose type of clips to search

Choose clip collections to search


Inserting Clip Art Inserting Clip Art

• A clip is inserted as an inline graphic A clip is inserted as an inline graphic at the location of the insertion pointat the location of the insertion point• An An inline graphicinline graphic is a graphic that is is a graphic that is

part of the line of textpart of the line of text• A A floating graphicfloating graphic is independent from is independent from

text and can be moved anywhere on a text and can be moved anywhere on a pagepage



• Wrap text around the graphicWrap text around the graphic• Apply a Apply a text wrapping styletext wrapping style • Click the Text Wrapping button in the Arrange Click the Text Wrapping button in the Arrange

group on the Picture Tools Format tabgroup on the Picture Tools Format tab

Floating graphic

Faded image shows graphic being dragged

Sizing handle



• Picture Tools Format tabPicture Tools Format tab• Adjust contrast, brightness, Adjust contrast, brightness,

compression, and so on in the Adjust compression, and so on in the Adjust groupgroup

• Apply a style from the gallery in the Apply a style from the gallery in the Picture Styles groupPicture Styles group

• Position, wrap text, flip, group, and so Position, wrap text, flip, group, and so on in the Arrange groupon in the Arrange group

• Crop and change height or width in the Crop and change height or width in the Size groupSize group


SummarySummary

• The page-formatting features of Word The page-formatting features of Word allow you to creatively lay out and design allow you to creatively lay out and design the pages of documents:the pages of documents:• Change marginsChange margins• Vary the layout of a document by creating and Vary the layout of a document by creating and

formatting sections formatting sections • Format text in columnsFormat text in columns• Add page numbersAdd page numbers• Add headers and footers Add headers and footers • Illustrate a document with tables and clip artIllustrate a document with tables and clip art

Microsoft Office 2007- Illustrated Introductory, Windows Edition Creating Documents with Word 2007.

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Transcript of Microsoft Office 2007- Illustrated Introductory, Windows Edition Creating Documents with Word 2007.