Formatting & Styles Word 2010

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1 Formatting & Styles Word 2010 Produced by Flinders University Centre for Educational ICT

2 CONTENTS Layout... 1 Using the Ribbon Bar... 2 Minimising the Ribbon Bar... 2 The File Tab... 3 What the Commands and Buttons do... 3 The Quick Access Toolbar... 4 Customising the Quick Access Toolbar... 4 Formatting... 6 Character Formatting... 6 Auto Formatting/Correcting... 7 Paragraph Formatting... 9 Tabs... 9 To set tabs using the Ruler... 9 Borders Styles Modifying Styles Numbering headings Page Layout Setting Custom Margins Inserting Page Breaks Insert a Section Break Types of Section breaks Removing Page Breaks Headers, Footers and Page Numbers Different Header or Footer for Sections or Chapters Inserting Page Numbers Save a custom Footer to the Footer Gallery Tables of Contents, Cross-references, and Indexes Table of Contents Cross-references To edit what a cross-reference refers to To update a cross-reference Watermarks To add a watermark To remove a watermark Navigation Pane Securing your documents Flinders University Centre for Educational ICT Updated 16/02/2010

3 LAYOUT Once you know your way around Word you ll find it much easier to use. Word is made up of a number of different elements. Some of these elements, like the File Tab, Ribbon bar and Quick Access Tab may not be familiar to you if you have used another version of Office. If not, don t worry, they soon will be The File Tab is used to access file management functions such as saving, opening, closing, printing, etc. Options is also available here so that you can set your working preferences for the application (this replaces Tools > Options in 2003). 2. The Ribbon bar is the tabbed band that appears across the top of the window. It is the control centre of all office 2010 applications. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups. The commands include galleries of formatting options that you can select from, such as the Styles gallery shown here. 3. The Quick Access Bar also known as the QAT is a small toolbar that appears at the top left-hand corner of the window. It is designed to provide access to the tools you use most frequently and includes by default the Save, Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier. 4. The Status Bar appears across the bottom of the window and displays application information, eg. page number, slide number, cell count, dictionary, and so on. It can also be customised to have more functions showing by right-clicking on the bar and choosing the options. The View buttons and the Zoom Slider are used to change the view or to increase/decrease the zoom ratio for your document Flinders University Centre for Educational ICT 1

4 USING THE RIBBON BAR The Ribbon is the new command centre for Office. It provides a series of commands organised into groups and placed in relevant tabs. Tabs are activated by clicking on their name to display the command groups. Commands are activated by clicking on a button, tool or gallery option. The Ribbon is intended to make design more intuitive. Minimising the Ribbon Bar The wide band and use of icons makes it very quick and easy to find and apply commands and settings. However, if you are working on a large document with lots of text, it may suit you to hide the ribbon, either temporarily or permanently, while you are working. To hide the Ribbon bar click on a tab then double click the same tab. This will hide the bar. To access it just single click on a tab then select your function. The bar will then disappear again. To reactivate it, double click on one of the tabs again. Or click on the arrow on the right to open and close the ribbon bar. Flinders University Centre for Educational ICT 2

5 THE FILE TAB The File Tab is one the major changes in Office This replaces the File menu in 2003 and the Office Button in The File Tab provides access to all of the file-related commands such as Open, Save and Print. This is a Word sample. What the Commands and Buttons do Save Saves your current document using the default file format. Save As Open Close Info Recent New Print Save & Send Help Options Exit Saves the current document with the option to change the file format, name or location. Opens an existing document. Closes your existing document. Displays different commands, properties, and metadata depending on the state of the document and where it is stored. Commands on the Info tab can include Permissions, Versions & Convert document. Displays the recent documents and recent places that have been saved or opened. Creates a new document, based either on a blank template, an installed template or an online template. The Print panel now combines print preview and print options into one screen. Sends your document via or Internet fax. Opens the help menu. Opens the Word Options dialog box so that changes to the default settings can be made. Exits from Microsoft Word. If any unsaved documents are open, you will be prompted to save them. Flinders University Centre for Educational ICT 3

6 THE QUICK ACCESS TOOLBAR The Quick Access Toolbar, also known as the QAT, is a small toolbar that appears at the top left-hand corner of the window. It is designed to provide access to the tools you use most frequently and includes by default the Save, Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier. The Quick Access Toolbar is positioned immediately to the right of the File Tab. Customising the Quick Access Toolbar The Quick Access Toolbar can be customised by adding buttons or removing buttons. This is the only part of the office interface that you can modify you can t add buttons to the ribbon or command groups. There are two methods that can be used to customise the toolbar The Customise Quick Access Toolbar tool displays a list of commonly used commands that you can add to the toolbar. Click on the items that you want to add. The tick on the left of the word indicates what is active in the list. 1. You can add any command you like to the toolbar by selecting More Commands to display the Options dialog box. From here you can choose commands or tabs to add to the toolbar. Once in the QAT Toolbar you can place the icons into an order that suites your work by highlighting the icon and using the arrows on the right side to move up or down. You can even shift the Quick Access Toolbar below the ribbon if this suits the way you work. Flinders University Centre for Educational ICT 4

7 2. By right clicking on a function (eg page break) you can add it to the Quick access bar. Flinders University Centre for Educational ICT 5

8 FORMATTING Format means to change the appearance of characters, paragraphs, and documents. Word offers almost too many ways to change the appearance of your documents. You can embellish individual characters, change the indentation of paragraphs, adjust the white space between lines and paragraphs, and many more. Character Formatting Character formatting allows you to change the appearance of text at the character level; i.e., it may be applied to just one character or a selected group of characters. The appearance of text depends on many attributes such as typeface (font), font size, bold, italic, underline, colour, position (super- and sub-script), spacing, and scale. You can apply character formatting using the ribbon bar or the mini formatting bar that pops up when you highlight text, but not all formatting is available this way. You usually get more choices by using a menu command and making the changes in a dialog box. To get more options click the Font Option button as indicated below. There are many choices just on this tab, and you can create many combinations. You can make some settings by choosing from a scrollable list and others by clicking a check box. Flinders University Centre for Educational ICT 6

9 Auto Formatting/Correcting By selecting certain formatting options, Word can automatically format certain kinds of text as you type, such as replacing a typed hyphen ( - ) with a dash ( ). Use the AutoFormat As You Type options to control the automatic formatting that you want. The specific AutoFormat As You Type options that are available depend on the program that you are using. 1. Click the File Tab, and then click Options. 2. Click Proofing. 3. Click AutoCorrect Options. 4. Click the AutoFormat As You Type tab. 5. Select or clear the check boxes for the options that you want to enable or disable. Flinders University Centre for Educational ICT 7

10 You can use the AutoCorrect feature to correct typos and misspelled words, as well as to insert symbols and other pieces of text. AutoCorrect is set up by default with a list of typical misspellings and symbols, but you can modify the list that AutoCorrect uses. Flinders University Centre for Educational ICT 8

11 Paragraph Formatting Word allows you to change the appearance of text at the paragraph level; i.e., it always applies to at least one paragraph and cannot apply to just a part. The changes you can make include aligning text, indenting (from right or left), numbering, bullets and line spacing. You can apply these features through the Home Ribbon bar as we did above with character formatting. This formatting affects the layout of blocks defined by paragraph marks. The paragraph mark is a nonprinting character appearing at the end of the block of text ( ). Word stores format instructions with this mark. Hence, if the mark is deleted (accidentally or intentionally) the paragraph will merge with and adopt the format of the following paragraph. If paragraph marks are not visible in your document, click on the special character Show/Hide button in the top right of the paragraph section or change the settings in Word Options - Display. Tabs Every new document has pre-defined default tab settings across the page width. When you press the Tab key, Word inserts a 'step space' in the document at the cursor position. The cursor moves to the right, to the next set tab stop. If your Ruler is showing on screen you will see these tab settings as small marks under the ruler markings. There are 3 main tabs: Left tab sets the start position of text that will then run to the right as you type Centre tab sets the position of the middle of the text. The text centres on this position as you type. Right Tab sets the right end of the text. As you type, the text moves to the left. To set tabs using the Ruler 1. place the cursor within the paragraph (or select the paragraphs) 2. click the tab alignment button to the left of the Ruler until the required tab style appears 3. point to the required position in the Tab mark area of the Ruler (under the measurements) 4. click the mouse button Flinders University Centre for Educational ICT 9

12 Borders You can enclose text in a box or place lines in selected positions around the text (sides, top, or bottom). You can also add shading whether there is a border or not. The most common one is to place a border around a paragraph to emphasise or make it stand out. Select the text or paragraph you want to place a border around. Click the border icon on the Home ribbon bar. Select from the options or open the Borders and Shading box. Select from the options and the Preview window will show you how it looks. Flinders University Centre for Educational ICT 10

13 STYLES A style is a set of character and paragraph formatting specifications that have been given a name. For example, you may want all of the headings in your document to appear in Arial 16 point, bold. Rather than manually formatting each heading with the same settings, you can chose a heading style with these formatting settings and then apply it to selected text. Microsoft has provided a large number of styles which you can use to apply formatting. And to ensure that some of the more common styles are accessible, Microsoft has grouped related quick styles into quick style sets and has displayed the selected set in the Quick Styles gallery on the Home tab. (A Quick Style set is a collection of the main styles that may be needed for a document - such as different heading levels and emphasising styles and which have been carefully designed to work well together when used within the one document.) Click here to expand the style box Click here to open the style window Using styles consistently provides two benefits. First, it ensures that all similar items in a document are formatted in the same way. Second, if you need to change the appearance of a particular style, you can very easily, and everything formatted with that style will change immediately throughout the entire document. To format a paragraph with a style you just need to click in the paragraph and click on the type of style you want to apply. Modifying Styles If you need to modify an existing style or create a new style you can use the modify button on the dropdown arrow for each style or use the Create New Style from Formatting dialog box. From this dialog box, in addition to the normal character and paragraph attributes, you can set other details such as the style type, style for the following paragraph, etc. New style button Flinders University Centre for Educational ICT 11

14 Numbering headings Adding numbers to headings created with built-in heading styles If you use the built-in heading styles to format headings in a document, you can automatically number headings with the numbering format you choose. 1. Click a heading in the list. 2. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List. 3. Click the multilevel list style that you want. You can change the number format of specific heading levels by clicking the heading list and selecting Define New Multilevel List. In this dialog box you have various options to choose from. Flinders University Centre for Educational ICT 12

15 PAGE LAYOUT Page layout refers to the overall layout and appearance of your document such as how much text you will include on each page, the size of the paper on which you will print your document, and so on. The margin is the white space around the sides, top and bottom of a page. By default, Word sets this to 2.5 cm (or 1 inch) for each margin, but there will be occasions when you will want to alter this default setting. For example, you may want to change the page margins just to alter the look of a document or perhaps to force a stray paragraph back to the previous page. Setting Custom Margins Although Microsoft Word offers you several choices for setting the margins of your document in the Margins gallery, you can also specify your own custom settings. For example, if you want to bind your document you will need to set a larger left margin than the right margin to allow space for the binding. This additional margin will help to ensure that the text isn t obscured by the binding. Flinders University Centre for Educational ICT 13

16 Inserting Page Breaks When a page fills with text Word will automatically roll over to the next page. A page break is simply a code that tells the computer to display and print the text that follows the code on the next page. Sometimes you may want to override Word and insert your own manual page breaks, such as to ensure an image plus the text that is referring to it, remain together. Insert a Section Break You can use section breaks to change the layout or formatting of a page or pages in your document. For example, you can lay out part of a single-column page as two columns. You can separate the chapters in your document so that the page numbering for each chapter starts at 1. You can also create a different header or footer for a section of your document. 1. On the Page Layout tab, in the Page Setup group, click Breaks. 2. Click the type of section break that you want to use. Types of Section breaks Next Page The Next Page command inserts a section break and starts the new section on the next page. This type of section break is especially useful for starting new chapters in a document. Continuous The Continuous command inserts a section break and starts the new section on the same page. A continuous section break is useful for creating a formatting change, such as a different number of columns, on a page. Even Page or Odd Page The Even Page or Odd Page command inserts a section break and starts the new section on the next even-numbered or odd-numbered page. Removing Page Breaks If you significantly alter a document in which you had previously inserted manual page breaks, you will need to recheck the pagination once you have finished your changes to ensure that the page breaks still occur at the required locations. If the pagination is not correct, you can simply delete the page breaks that are in the wrong place and then re-insert new page breaks as desired. Flinders University Centre for Educational ICT 14

17 HEADERS, FOOTERS AND PAGE NUMBERS Header is text you wish to see at the top of every page. Footer is text you wish to see at the bottom of every page. The steps below explain how to add a simple header or footer to your document. 1. On the Insert tab, in the Header & Footer group, click Header, Footer or Page Number. 2. Click the design that you want from the options. 3. The header or footer is inserted on every page of the document. You will also see the body text is now lighter. 4. You can now add/modify the text, format the text or change the position. 5. You will also notice the Ribbon bar has changed to the Header & Footer Tools. You now have option that can be applied to the Header & Footer bars. The ruler bar at the top of the document window shows that Word has set a centre tab set in the middle of the margins, as well as a right tab set close to the right margin. It's possible for you to use these pre-set tabs to type text for the header or footer aligned on the left, the centre, or the right of the typing line. Click the Close button on the "Header and Footer" ribbon bar when you are finished and want to return to your document. Different Header or Footer for Sections or Chapters If your document is divided into sections, you can vary the headers and footers so that they display different content for each section. For example, if your document is divided into chapters by using section breaks, the chapter title can be displayed in the header of each chapter. 1. Starting at the beginning of the document, double click in the first section for which you want to vary the header or footer. This is identified by the footer or header name when the footer or header is open. 2. On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the connection between the header or footer in this section and the previous section. The Same as Previous will be removed from the section you are in. 3. Change the existing header or footer, or create a new header or footer for this section. 4. In the Navigation group of the Design tab (Header & Footer), click Next Section to advance the cursor to the header or footer of the next section. 5. Repeat the previous three steps for all of the sections in the document that you want to change. Inserting Page Numbers Page numbers are important so that your readers know where they are this is crucial for larger documents. Word lets you insert page numbers that update sequentially to the top, bottom or margins of a document. You simply choose the location; select the desired page numbering design from the gallery and Word will then insert the page numbers into the header or footer of the document. Flinders University Centre for Educational ICT 15

18 Formatting Page Numbers When you add page numbers to your document, they are added by default as Arabic numerals (1, 2, 3). You can choose to format the page numbers using a different numbering system such as Roman numerals (i, ii, iii) and alphabetical characters (a, b, c). You can also precede the page number with chapter or section numbers if you are producing a large document such as a manual. Save a custom Footer to the Footer Gallery 1. Double-click the footer area to activate it. 2. Press Ctrl + A to select everything in the footer. 3. In the Header & Footer tab, click Footer, then choose Save Selection to Footer Gallery. 4. In the Name field change it to something more meaningful eg. File path. 5. In the Category field click the dropdown and select Create New Category. Call it "A". This will place your footer at the top of the list 6. Click OK to finish. Test it: Open a New document. Go to the Insert tab, click Footer, and choose yours from the list. The list is in Alphabetical order. Note: When you exit Word, it will display a message about You have modified styles, building blocks click Yes to save the footer as part of the Building Blocks. Flinders University Centre for Educational ICT 16

19 TABLES OF CONTENTS, CROSS-REFERENCES, AND INDEXES Table of Contents You create a table of contents by choosing the heading styles (for example, Heading 1, Heading 2, and Heading 3) that you want to include in the table of contents. Word searches for headings that match the style that you choose, formats and indents the entry text according to the heading style, and then inserts the table of contents into the document. Word 2007 provides a gallery of automatic table of contents styles. Creating a Table of Content using styles 1. Click where you want to insert the table of contents, usually at the beginning of a document. 2. On the References tab, in the Table of Contents group, click Table of Contents, and then click the table of contents style that you want. If you want to change the options or create a manual Table of Content you need to select the Insert table of Contents from the dropdown list and then change the options to suite your needs. Cross-references To create a cross-reference your document must contain at least one of the following: a table, figure or equation with a caption a footnote or endnote a bookmark or a paragraph formatted with a heading or a numbering style. 1. Click in the document where you want the cross-reference. 2. On the References Tab, click Cross-reference in the Captions area. 3. In the Reference type list, click the type of item you want to refer to, for example, a Heading or Table. 4. You now have various options to choose from. Reference Type: click the specific item you want to refer to. For example, if you click Heading in the Reference type box and the document has formatted headings, click the heading that you want to refer to. Insert reference to: click the information you want to insert into the document, for example, Heading Text, Page number or a combination. Flinders University Centre for Educational ICT 17

20 5. Click Insert and then click Close. NOTE: If you see an entry that looks something like {REF _Ref \* MERGEFORMAT} instead of text, Word is displaying field codes instead of field results. To see the field results, press ALT+F9 or right click and then click on toggle codes. To edit what a cross-reference refers to 1. Highlight the cross-reference in the document, for example, "Figure 1." NOTE: Do not select the non cross-reference text; for example, do not select "For more information, see" 2. On the Reference Tab, click Cross-reference. 3. Select the new reference. 4. Click Insert and then click Close. To update a cross-reference 1. To update all cross-references in a document, click CTRL+A (Home Tab, Select, Select All) and then press F9. 2. To update a single cross-reference in a document, select the cross- reference and press F9. Flinders University Centre for Educational ICT 18

21 WATERMARKS Watermarks are text or pictures that appear behind document text. They often add interest or identify the document status, such as marking a document as a Draft. Watermarks are intended for printed documents. You can see watermarks in print layout view or on a printed document. If you use a picture, you can lighten it, or wash it out, so that it doesn't interfere with document text. If you use text, you can select from built-in phrases, or enter your own. To add a watermark 1. Choose Page Layout tab 2. Select Watermark from the ribbon bar 3. Select from one of the display options or click on Custom Watermark 4. In Custom you can do one of the following: to insert a picture as a watermark, click Picture Watermark, click Select Picture... select the picture you want, and then click Insert to insert a text watermark, click Text Watermark, and then select OR enter the text that you want 5. select any other settings that you want, and then click Apply 6. To view a watermark as it will appear on the printed page, use Print Layout view or Print Preview. To remove a watermark 1. Choose Page Layout tab 2. Select Watermark 3. Choose Remove Watermark Flinders University Centre for Educational ICT 19

22 NAVIGATION PANE The Navigation Pane is only available in Normal, Draft and Outline view. The Navigation Pane shows an outline of a document's headings (eg heading 1 to 9). You can use it to navigate quickly through the document and to keep track of your location. You can display or hide the Pane as you need it. To open the Pane, select the View tab and tick the Navigation Pane button. To adjust the size of the pane, move your mouse to the right edge of the pane, when the pointer changes, click and drag to the left or right. If your headings are too long to fit in the Document Map, you don t need to resize the pane; just rest the pointer on a heading to view the entire heading text. To navigate using the Document Map Select the View tab and click the Navigation pane in the pane, click the heading to which you want to go too Word displays the heading at the top of the page. In the pane, the heading is highlighted to show your location in the document. SECURING YOUR DOCUMENTS If you don't want content reviewers to accidentally modify a file, you can make formatting and editing restrictions. One option is making the file a read-only file, which can be read or copied, but not modified. If someone attempts to make changes to a read-only file, the changes can be saved only by giving the file a new name. 1. On the Review tab, click Restrict Editing. 2. In the sidebar you can apply Formatting or Editing restrictions. Editing restrictions is the most common. 3. Choose from the dropdown options 4. Start Enforcement. 5. You will be prompted for a password. Note: If you forget the password you cannot get the file open or changed. Use a password you remember. Flinders University Centre for Educational ICT 20

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