Microsoft Word Module II

Transcription

1 Microsoft Word 2003 Module II Course Description: This module II course leads the student through the concepts and steps needed to format paragraphs, tabbed lists, and longer documents using Microsoft Word for Office Prerequisites: 1. Introduction to Windows XP 2. Microsoft Word 2003 Module I Objectives: at the end of this one-day course, the participant should know... How to set hyphenations How to change line, paragraph, and character spacing How to set tabs How to create bulleted and numbered lists How to apply formatting using the Format Painter How to indent paragraphs How to create and delete page breaks How to create headers and footers How to page number a document How to create and format tables Created and compiled for the Internet & Technology Training Services by Connie Licari and L. Jan Zima; Revised June 2007 Technology Learning Center

2 This document has been created by the Technology Learning Center, Miami-Dade County Public Schools, for teaching Word Permission is hereby given to duplicate this document as needed. Path: \\9309-dtt\common\CLASSES\Word 2003/Word 2003 Module 2.indd ( Technology Learning Center

3 Table of Contents Formatting Paragraphs... 5 Setting Hyphenation... 5 Changing Line Spacing... 5 Changing Paragraph Spacing... 6 Changing Character Spacing... 6 Setting Tabs... 7 Definition... 7 Default Tabs... 7 Manual Tabs... 7 Setting Tab Leaders... 8 Bullets and numbering... 8 Format Painter... 9 Indenting Paragraphs... 9 Formatting Documents...10 Page Breaks...10 Creating a Hard Page Break...10 Deleting a Page Break...10 Headers and Footers...11 Definitions...11 Header/Footer Toolbar...11 Inserting Headers and Footers...11 Creating a Different First Page Header/Footer...12 Page Numbering...13 Page Numbering Using the Header/Footer Toolbar...13 Page Numbering Using the Dialog Box...13 Working with Tables...14 Definitions...14 Creating Tables...14 Drawing a Table...14 Inserting a Table...14 Uses of Tables...15 Entering Data into a Table...15 Formatting Tables...16 Changing Column Widths and Row Heights...16 Specifying Exact Cell Height and Width...16 Selecting Cells...17 Formatting Text in Tables...17 Wrapping Text Around a Table...17 Using Borders and Shading with Tables...18 Table AutoFormat...19 Sorting Table Information...19 Transforming Text to Tables and Tables to Text Technology Learning Center

4 Notes Technology Learning Center

5 Formatting Paragraphs Setting Hyphenation You can specify to automatically hyphenate a document through the Hyphenation dialog box located under Tools and Language. In this dialog you can set the hyphenation zone, which is the space to the left of the right margin in which hyphenation occurs, and set the maximum number of consecutive hyphenated lines. Sometimes it is not appropriate to allow a hyphenated word to split over to the next line e.g. a hyphenated last name like Smith-Jones or phone numbers. You can create a non-breaking hyphen by holding the Control and Shift keys while striking the hyphen key. Note: Depending on the type of Word/Office installation you have chosen, you may be asked to supply the installation CD to add the Hyphenation tool. Changing Line Spacing Line spacing is the amount of space that appears between lines of text in a paragraph. You can apply spacing changes to a single paragraph or, by selecting several paragraphs, apply spacing to many paragraphs. To change line spacing: 1. Select the paragraph(s). 2. Select Paragraph from the Format menu. 3. Click the drop-down menu under Line Spacing and select the spacing you want. 4. Click OK. NOTE: You can also change line spacing by clicking on the line-spacing button on the Formatting Toolbar. Technology Learning Center

6 Changing Paragraph Spacing Paragraph spacing is the amount of space that appears before and after a paragraph. The lines within the paragraph are often left at single spacing. You can apply spacing changes to a single paragraph or, by selecting several paragraphs, apply spacing to many paragraphs. To change paragraph spacing: 1. Select the paragraph(s). 2. Select Paragraph from the Format menu. 3. Under Line Spacing opposite Before or After, click the up or down arrows (or type in a value) to select the spacing you want before or after your paragraph(s). 4. Click OK. Changing Character Spacing To change the space between the letters in a word: 1. Select the text. 2. Choose Font from the Format menu. Kerning 3. Click on the Character Spacing tab. 4. Select Expanded or Condensed from the dropdown menu. 5. Use the spinner arrows (or type in a value) to choose the amount of expansion or condensation you desire. Certain pairs of characters just do not look right. The process of adjusting the space between pairs of letters is called Kerning. Kerning may be needed when a font is displayed larger than its designed size. Note: You can also click the checkbox for automatically Kerning Fonts above a set point size. A formula for this is built into most fonts. Technology Learning Center

7 Setting Tabs Definition A Tab is a position on the ruler bar used to line up text. Tabs come in five basic styles: Left-aligned...text is even on the left side at that position Centered...text is centered at that position Right aligned...text is even on the right side Decimal...numbers align on the decimal point Bar...a vertical line appears at that position Default Tabs Microsoft has set tabs every half-inch on the ruler bar. These tabs are indicated by a tiny mark on the ruler line every half inch. All of these Tab Stops are left-aligned. Pressing the Tab Key will move the text to the next stop. Manual Tabs Style Left Centered Decimal Click on the Tab Style button until the desired tab style appears. Then click on the Ruler Line as shown above to set the tab at the desired position. To move a tab to a new position, click and hold on it, drag it to the new position on the ruler, and release. (For this action to apply to more than one line, highlight the desired lines first.) See below. Technology Learning Center

8 Setting Tab Leaders Word also allows you to set tab leaders characters that appear in the space otherwise left by a tab: periods, dashes, and underscores. 1. Display the following dialog box by selecting Tabs from the Formatting menu. (Make sure to highlight the portion of your document you want to apply this to.) 2. Select (or type) the tab position you want to add a leader to. 3. Select (click in the radio button) type of the leader you want. 4. Click the Set button. Bullets and Numbering To make lists or items stand out easily, mark them with a number or a bullet i.e. a character or symbol. Steps 1. Highlight the desired paragraphs. 2. On the Formatting toolbar, click the numbering or the bullets button. 3. To change the numbering or bullets, select Format Bullets and Numbering from the Formatting menu. Technology Learning Center

9 Format Painter Concept Steps A tool used to copy all the formatting that is applied to some text to another section of text, e.g. making all headings alike. 1. Click in the text you wish to imitate. 2. Double-click on the Format Painter icon. The I-beam cursor will now have a small paint brush next to it. 3. Drag over all the text you want to be like the model text. 4. Click the Format Painter icon again to release it or press the Esc key. Indenting Paragraphs You can indent from the right or left margins using the following types of indents. Move the markers by dragging them to the position you want. First-line indent Hanging indent Left and Right indent Technology Learning Center

10 Formatting Documents Page Breaks Concept When you type to the bottom of a page, the insertion point wraps to the top of a new page, creating a soft page break. You can force a page break if the soft page break falls in an inappropriate place. This is called a hard page break. Creating a Hard Page Break Steps To create a hard page break: 1. Click the insertion point in front of the text you want to appear on the next page. 2. Pull down the Insert menu to Break. This action will bring up the dialog box shown here. 3. Click a marker in the radio button for Page break. 4. Click OK. OR Steps 1. Click the insertion point in front of the text you want to appear on the next page. 2. Hold the Control key and press the Enter key. Deleting a Page Break Steps Delete a Page Break by: 1. Put your document in Normal view or in Print Layout view, turn on the Show/Hide Nonprinting Characters by pressing the button on the tool bar. 2. Click once in the middle of the Page Break indication. 3. Press the Delete key. 10 Technology Learning Center

11 Headers and Footers Concept Definitions You can use headers and footers to repeat text, such as a chapter title, report name, page numbers, the date, or a graphic at the top and bottom of each page of a document. A header displays text or graphics in the top margin of pages of a document. A footer displays text or graphics in the bottom margin of pages of a document. Switch between Insert Page No. Header & Footer AutoText Insert No. of Pages Format Page No. Show Previous Show Next Header/Footer Toolbar Insert Date Insert Time Show/Hide Document Text Page Setup Inserting Headers and Footers To insert a header: 1. Click the cursor on the page where you want to start a header. 2. Pull down the View menu to Header/Footer. This action will bring up the toolbar pictured above. 3. Type any information you like. Press tab once to center the text (preset center align tab). Press tab again to right align text (preset right aligned tab). 4. Click the Close button on the Header/Footer toolbar to return to your document. Note: Your document will appear gray while you are using the Header/ Footer toolbar. You cannot edit that text until you close the toolbar. Your headers and footers will appear gray while you are typing in your document. Double-click the header or footer area or use the View menu and select Header/Footer to edit that text. 11 Technology Learning Center

12 Inserting Headers and Footers Cont. To insert a footer: 1. Click the cursor on the page where you want to start a footer. 2. Pull down the View menu to Header/Footer. This action will bring up the toolbar pictured on the previous page. 3. Click the Switch Button to switch to the footer. 4. Type any information you like. Press tab once to center the text (preset center align tab). Press tab again to right align text (preset right align tab). 5. Click the Close button on the Header/Footer toolbar to return to your document. Creating a Different First Page Header/Footer You can create a different header or footer on the first page of a document. Very commonly, the first page of a long document does not contain any header or footer. 1. Double-click the header area or select Header/ Footer from the View menu. 2. Select Page Setup from the File menu or click the Page Setup button on the Header/Footer toolbar. 3. Click the Layout tab in the Page Setup dialog box. 4. Click a check in the Different first page option. This removes the previously entered header and footer text on the first page. Notice that the title of the header area on the first page has changed to First Page Header. If you don t type anything in the first page header or footer, it will be blank. 12 Technology Learning Center

13 Page Numbering There are 2 methods of page numbering a document. If you are using headers or footers in your document, it is easier to use page numbering from the Header/Footer toolbar. If the only information you are placing in the header or footer area is page numbering, then the Page Numbering command from the Insert menu is easier. Page Numbering using the Header/Footer Toolbar 1. Double-click the header area or select Header/Footer from the View menu. 2. You are viewing the Header area of your document. If you want your page numbering to appear in the footer, click the Switch between Header & Footer button on the Header/Footer toolbar. 3. Strike the tab key once to center align the page numbering, twice to right align it. 4. Click the Insert Page Numbering button on the toolbar. Insert Page No. Insert No. of Pages Format Page No. Switch between Header & Footer 5. From the toolbar you can also insert the total Number of Pages, and change the format of the numbers from 1, 2, 3 to A, B, C or i, ii, iii or several other formats. Page Numbering Using the Dialog Box 1. From anywhere in the document, select Page Numbering from the Insert menu. 2. Select the position of the numbering by choosing from the Position popup. 3. Select the alignment of the numbering by choosing from the Alignment popup. 4. Click OK. 13 Technology Learning Center

14 Working With Tables Definitions A table is a structure that is divided into columns and rows, separated by gridlines, that is used to present certain types of information, such as numeric data, instead of a paragraph. Table... a collection of data formatted in rows and columns Gridlines... the on-screen guidelines that represent the borders of the columns and rows of the table Column... the vertical division of a table Row... the horizontal division of a table Cell... the intersection of a column and a row Creating Tables Drawing a Table There are two ways of putting a table into your document: drawing and insertion. 1. In the Standard Toolbar, click on the Tables and Borders Icon to bring up the Tables and Borders toolbar at the right. 2. Click on the first tool to draw a table. 3. Drag the outline of the table in your document. Then using the same Pencil, draw in the columns and rows you want your table to have. 4. Use the Eraser tool to drag over and eliminate lines you don t want. 5. Click outside the table, then click inside a cell to enter information. Inserting a Table You can insert a table into your document that will stretch from one margin to the other by clicking on the Insert Table button on the Standard Toolbar, dragging to the size table you want, and letting go of the mouse button. 14 Technology Learning Center

15 Inserting a Table cont. 1. The height of the cells will depend on the font size you have selected. 2. The width or the cells will be equal and spread evenly from margin to margin. 3. All of the other tools for changing the width, height, column size, row size, cell splitting, cell merging, borders, shading, etc. treated elsewhere in this publication, apply to these inserted tables as well. Uses of Tables Tables help us organize and clarify bundles of information that would not be clear if we put them in paragraph form. 1. Lists 6. Distance charts 2. Financial data e.g. mortgage rates 7. Basis of forms 3. Comparisons e.g. performance scores 8. Student grades 4. Rates e.g. bus schedules 9. Got any ideas?? 5. Seating charts/layouts Entering Data into a Table Many tasks are more easily accomplished using the Tables and borders toolbar. To make it visible, click the View menu, select Toolbars, and click Tables and Borders. To move from cell to cell, use the Tab key. To change the direction of the text, click on the on the Tables and Borders toolbar several times to obtain the desired direction. To align the text vertically or horizontally, click the desired alignment in the Cell Alignment drop-down menu from the Tables and Borders toolbar (see left below). 15 Technology Learning Center

16 Formatting Tables Changing Column Widths and Row Heights Click and Drag: You can change the column width by placing the cursor directly over the line you wish to move. When it changes to a doublepointed arrow, click and hold and drag the line to a new position. At times you will need more exacting measurements. You accomplish this using Table Properties and commands from the Table menu. Specifying Exact Cell Height and Width 1. Move the cursor over the top of the first column until it turns into an arrow. Click to select the entire column. 2. From the Table menu, select Table Properties and click on the Column Tab. 3. Use the arrows or type in the desired width of the column. 4. Click OK. 5. To set the row width, click anywhere in the table s top row. 6. From the Table menu select Table Properties and choose the Row tab.. 7. In the Row 1: drop-down box, choose At least, and then set the desired height. 8. Click on the Next Row button and set the height for that row. 9. Click OK when you have finished adjusting the rows. 16 Technology Learning Center

17 Selecting Cells Column: Hover over the column until the little black arrow appears, then click. This action selects the entire column. Rows: Hover to the left of the row just outside the border of the table. When the I-bar cursor turns to a right-pointing arrow, click the mouse. This action selects the entire row. One Cell: Hover just inside the left edge of the cell. The Cursor will turn into a right-facing arrow. When it does, click the mouse and the cell will highlight. Formatting Text in Tables Style: Once you have the cells selected, you can make them bold, or italic, etc. as you wish. If you use the Font window under the Format menu, you can also use ALL CAPS, small caps, strikethrough, and a number of other formats. Size: Once you select cells, you can change the font size by using the drop-down list on the Formatting Toolbar. Line Spacing: Once you select cells, you can change the line spacing by choosing Paragraph from the Format menu. You can also add space before and after the paragraph so that the text moves away from the borders of the cell. Tabs: Yes, you can use tabs within a cell. Simply click in the cell and then click on the ruler line where you want the tab to occur. (Make sure you choose the tab type first...at the left end of the ruler line). NOTE: since using the tab key is how you move to the next cell, you must hold the Ctrl key down to use the Tab key within a cell. Horizontal Alignment: To align the text horizontally, you can use the regular alignment keys on the Formatting Toolbar. Vertical Alignment: To align the text vertically, use must use the Cell Alignment drop-down menu on the Tables and Borders Toolbar. You can also choose Table Properties from the Table menu and use the Cell tab to orient the text vertically in a cell. Wrapping Text Around a table Text Wrap: To permit text to wrap around a table, choose Table Properties from the Table Menu, select the Table tab, and make your choice. If you select Around, the Positioning button will light up, permitting you to determine how closely you want the text to approach your table or the edge of a column. 17 Technology Learning Center

18 Using Borders and Shading with Tables Borders By default, all table cells have ½-point-thick border lines. You can change them or eliminate them or change the style of them using the Tables and Borders Toolbar. Changing the borders: 1. Highlight the cell or cells you wish to change. 2. To specify a border line style and point size, click on the to the right of in the Tables and Borders toolbar. 3. Click on the to the right of to display the Borders palette. This palette contains all 13 options for borders. It also tears off. Simply grab the bar at the top; it will turn dark blue; then drag it to a new location on the screen and let go. 4. You can change the weight of the border line by clicking the to the right of the and choosing from the drop-down list. You can they apply that weight to the cell by clicking on the appropriate Borders selection again. Shading Changing/adding Shading : 1. Select the cell(s) you want. 2. Click on the arrow of the icon to display the Shading Color choices. (See right.) 3. The selected cell(s) will take on the shading/ color you have chosen. (See example below.) 18 Technology Learning Center

19 Table AutoFormat You can use any of Microsoft s 45 pre-set formats for your table. From the Table menu choose Table AutoFormat... to bring up the dialog at right. 1. Bring up AutoFormat Choose the Formats and select from the checkboxed items. The Preview will show you what your table will look like. 3. Click OK. Sorting Table Information You can sort text, numbers, or dates in ascending order (A to Z, zero to 9, or earliest to latest date). Or, you can sort in descending order (Z to A, 9 to zero, or latest to earliest date). 1. Pull down the Tables menu to Sort. This action automatically selects the entire table. 2. Tell the computer whether the table has a Header Row. 3. Make the appropriate selections and click OK. Transforming Text to Tables and Tables to Text Text to Tables 1. Type the text separated by tabs (making sure you have the same number of tabs in each line. 2. Highlight the text. 3. Pull down the Tables menu to Convert Text to Table. The computer will ask you the number of columns and rows and how the text is delimited. Choose TABS. 4. Click OK and your new table will appear. Tables to Text 1. Select the entire table. 2. Pull down the Tables menu to Convert Table to Text. 3. The computer will ask how you want the text separated. Make your selection. 4. Click OK, and the text will appear. 19 Technology Learning Center