Lehigh University Library & Technology Services Microsoft WORD 2003 Day 3

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1 Lehigh University Library & Technology Services Microsoft WORD 2003 Day 3 Start Word Open a WordPerfect file called columns Columns Word allows you to format all or just part of your document with newspaper-style columns. This is where text flows from the bottom of one column to the top of the next column on the same page. You can specify the number of columns, adjust their width and the amount of space between the columns, and add a vertical line between them. When you select text that you want to format into columns, Word will insert a section break before and after the selected text and format only the selected text into columns. If your document only has one section, Word will format the entire document into columns. In order to see the multiple columns on screen, switch to print layout view or print preview. You can select Columns from the Format pull-down menu to get the dialog box below, or use the Columns button on the Standard Toolbar. Select just the text, then click on the Columns button on the Standard toolbar Click and drag to select 3 columns This will create 3 columns of equal width with section breaks inserted before and after the selected text. To set column preferences, choose Columns from the Format pull-down menu, the Columns dialog box will display: Page 1

2 To change column widths Choose Columns from the Format pull-down menu Unselect the Equal Column Width Type or select a measurement for the width of the columns To change Spacing between columns, type or select a measurement Choose Line Between to print a vertical line in the space between columns. (The line is as long as the longest column on the page or in the section) Using the Ruler to change column widths In Print layout view, drag the left or right column marker on the horizontal ruler to adjust the column width. If equal column width is selected, all column widths will change. If they are unequal, only the column you are adjusting changes. Balancing column lengths on a page At the end of your document or section, the text may not be distributed evenly among the columns. In order to balance text evenly over the columns, a continuous section break needs to be inserted at the end of the text. In Print layout view, position the cursor at the end of the text in the columns you want to balance Choose Break from the Insert pull-down menu Under Section Breaks, select Continuous, then OK To add shading to the columns Select the text you want shaded Choose Borders and Shading from the Format pull-down menu Select the Shading tab and select the shading you desire Drop Cap T his feature will format a letter, word or selected text as a large initial, or dropped capital letter. A drop cap, traditionally the first letter in a paragraph, can appear either in the left margin or dropped from the base line of the first line in the paragraph. W ith your cursor in a paragraph, choose Drop Cap from the Format pull-down menu S elect the position option you desire elect a font for the drop cap elect the number of lines the letter should extend downward elect the space from the drop cap letter to the text in the paragraph Click on OK Page 2

3 Lists To create a numbered list, click the Numbering button on the Standard toolbar and start typing your list. When you press the Enter key, the next number will appear. To indent your list another level, press the tab key or the Increase Indent button on the toolbar. To go back to the previous level, press the Shift + tab keys or the Decrease Indent button on the toolbar. To discontinue the list, simply press your backspace key. To create a bulleted list, select the Bullets button on the Standard toolbar and type your list. Numbered list Bullet list 1. Item one 2. Item two a. Item two a b. Item two b 3. Item three Item one Item two o Item two a o Item two b Item three To change the numbering or bullet style, in the Styles and Formatting Task pane, click the arrow next to the bullet format and choose Modify Style (see Figure A) OR choose Bullets and Numbering from the Format pull-down menu. (see Figure B) To choose other bullets, chose from the Bullets and Numbering dialog box and click (see Figure B) OR click Insert Picture in the Modify Style box. (see Figure A) As you can see they both take you to the Picture Bullet dialog box Figure A Figure B Page 3

4 Tables The table feature will allow you to organize information into columns and rows or arrange paragraphs side-by-side (such as a resume) without using tabs. Once the table is created, text, numbers, formulas, and graphics can be added. The table format can be modified at any time. To create a table Position the insertion point where you want to create a table Click the Insert Table button on the Standard toolbar Drag over the grid until the table is 3 rows by 3 columns OR Choose Insert Table from the Table pull-down menu and type in the number of desired rows and columns On the screen, a table is a grid of rows and columns marked by gridlines. Each box in the grid is a cell. If you don t see the gridlines, choose Show Gridlines from the Table pull-down menu. The end-of-cell and end-of-row marks are non-printable characters and only display on your screen. To add printable borders, select the cells. Choose Borders and Shading from the Format pull-down menu and select the border you desire. The insertion point is in the first cell of the table, you can begin entering text. To view the Table and Borders toolbar, select Toolbars from the View pull-down menu and then select Tables and Borders. Adding/formatting information To move around in the table, click in the cell you want to move to or use the tab or arrow keys. Tab moves to the next cell, Shift + tab moves to the preceding cell. The up/down arrow moves to previous/next row. You can also use the mouse to move around the table. Merging cells Word allows you to combine cells horizontally Click and drag to select the first row, Choose Merge Cells from the Table pull-down menu or click Merge Cells button on the toolbar Type in the information shown in the table below To center text within cells Click and drag to select the cells Click on the Center button on the Standard toolbar To vertically align text within a cell Right-click with your cursor in the table to get a shortcut menu Page 4

5 Select the option and click on the type of vertical alignment you desire or click the desired Align button on the toolbar. To center a table between the left and right margin With your cursor in the table Choose Table Properties from the Table pull-down menu OR Right Click the Table Move Handle and select Table Properties OR just Right Click in the table and choose Table Properties Select the Center option button under Alignment, on the Table tab Click on OK LEHIGH UNIVERSITY NAME DEPARTMENT PHONE To make title row font larger Click and drag to select the text Click on the Font size button on the Format toolbar Change to 18 point Adding new rows or columns To add rows or columns to your table, select the number of rows or columns you want to insert then click the Insert Rows/Columns button (which was the Table button) on the Standard toolbar. (This button changes to Insert Cell, Insert Rows, or Insert Columns depending on what you ve selected.) New rows will be inserted above the selected rows. New columns are inserted to the left of the column. To add a row to the end of the table, simply click in the last cell of the table and press the tab key. To add a column to the end of the table, position the insertion point outside the rightmost column, choose Select Column from the Table pull-down menu and then click on the Insert Columns button. Exercise: Create a new table 3 x 3. Insert a row after the first row and at the end of the table. Add a column to the end of the table. To delete a column or row, select the entire row or column including the endmark, choose Delete column/row from the Table pull-down menu. Page 5

6 Changing Table column widths It is easier to change column widths if the Ruler is displayed. To change the width of a column, drag the column s right gridline or drag the table column marker on the ruler. You can also click the column border within the table and drag to the desired width. To make multiple columns or cells the same width, select them and then Right-click for the Shortcut menu and select Distribute Columns Evenly or click on the Distribute Columns Evenly button on the toolbar. When you drag a column boundary When you press the Alt key and drag a column boundary When you press the Shift key and drag a column boundary only the current column is resized; overall table width will change Word will display the column width measurements the current column and the column to the right are resized; overall table width doesn t change Changing Table column widths automatically Select the table Select AutoFit from the Table pull-down menu Word will analyze the table and resize the columns according to their contents. Totaling rows or columns of numbers Click in the cell you want the sum to appear Choose Formula from the Table pull-down menu or click the the Tables and Borders toolbar. AutoSum button on This feature allows you to create interesting text effects to enhance your documents. You can choose from a variety of shapes, alignments and 3- D effects. WordArt uses any TrueType font installed on your system. When you start WordArt, a text entry box and toolbar appear in the document window. The toolbar contains options to change the appearance of the text. When you are finished, click outside the WordArt object and continue on with your document. NOTE: If you have WordPerfect installed on your pc, TextArt will appear as an Object Type, you can use this feature in MS Word as you do in WordPerfect. You can access TextArt from the Insert pull-down menu and select Object, TextArt9 document. Page 6

7 To create a WordArt Object Position the insertion point where you want to add a special text effect Select Picture from the Insert pull-down menu and then select WordArt OR Click the Draw button on the Standard Toolbar (The Drawing Toolbar will appear above the Status Bar at the bottom of your screen.) Select the Insert WordArt button from the Drawing Toolbar The WordArt Gallery appears, select the desired style and click OK Type in the desired text, select a font and point size and click on OK NOTE: The WordArt will appear selected within your document with the WordArt Toolbar displayed. Click outside the WordArt object to return to your document Double-click the WordArt object to edit the text Gallery Shape Same Letter Heights Insert WordArt Character Spacing Edit Text Format Text Wrap Vertical Text Alignment To move or resize the WordArt Object Click on the WordArt object to select it, small boxes appear The 4-headed arrow indicates the object can be moved To move the object: click and drag to a new location, then release the mouse button To resize the object: click to select it: Point to one of the sizing handles (small circles on the border) until you see a double-headed arrow which indicates the object can be sized in that direction or rotated Click and drag to desired size, text will rearrange around the object if you choose tight wrapping from the Format WordArt feature Click outside the object to unselect it Page 7

8 Text Boxes Inserting a text box into your document Choose Text Box from the Insert pull-down menu OR click the Text Box button on the Drawing toolbar Click or drag in your document where you want to insert the text box If the Text Box toolbar doesn t appear, select it from View, Toolbar You can click the border of the text box to get the and the sizing handles and drag to resize or move Right click and select Format Text Box to change the border and shading, set a specific size, etc. ONE WAY Inserting Text into an AutoShape or Callout Select an AutoShape from the Drawing Toolbar Click and drag to size in your document Right-click and select Add Text Click the Center justification button to center the text within the AutoShape. ANNOUNCING WORD 2003 Select a Callout from AutoShape Callouts list Click and drag to size When you release your mouse button, the cursor will be inside for you to begin typing your text. Drawing Canvas When you insert a drawing object, a drawing canvas is placed around it. If your drawing consists of several shapes, the drawing canvas will keep parts of your drawing together. It creates a frame-like boundary between the document and the drawing. By default, the drawing canvas has no border or background, but you can apply formatting to it as you would any drawing object. To add a picture to your drawing canvas, set the wrapping style to floating (Tools pulldown menu, Options, Edit Tab, in the Insert/Paste pictures as field, choose any option except Inline with Text, to float the object) and drag it onto the drawing canvas. Note: If you do not want to use the drawing canvas, drag the drawing object off the canvas and delete the drawing canvas. *** To turn the drawing canvas off permanently, choose Options from the Tools pull-down menu and click on the General tab, clear the Automatically create drawing canvas when inserting AutoShapes check box. *** Page 8

9 Graphics Inserting a graphic into your document Position the insertion point where you want to insert the graphic Choose Picture from the Insert pull-down menu Choose Clip Art, the Clip Art Task Pane will appear Type in a keyword in the Search for: field Select the graphic of your choice and click on OK To move or resize the graphic Click on the graphic to select it, sizing handles appear The 4-headed arrow indicates the graphic can be moved To move, click and drag to a new location, then release the mouse button To resize the graphic, click to select it: Point to one of the sizing handles (small circles around the border) until you see a double-headed arrow ( ) which indicates the object will be sized in that direction Click and drag to desired size, text will rearrange around the graphic Click outside the graphic to unselect it Borders and Shading To add a border or shading Click the graphic to select it Click the right mouse button and select Format Picture Select the Colors and Lines.tab Select the fill color and line style you want Click on OK when finished OR Click the Fill Color button and the Line Color button on the Drawing toolbar To edit a graphic Click to select the graphic Use the drawing tools to modify the graphic; you can add lines, shapes, or textboxes to your graphic. Page 9

10 Wrapping Styles Misc. will move the graphic accommodate the size of the graphic with the text as you type and adjust the line spacing to will frame the graphic as a square shape and wrap text accordingly. will adjust the text wrapping to the shape of the graphic as best as it can due to the length of the words. This example will show how it wraps when you have more than one line of text. will position the graphic so that the text displays over it. Be aware that you may not be able to read the text if the graphic is dark. You can change the contrast of the graphic before choosing Behind Text wrapping. You might want to use the Watermark feature found under Format ß Background instead. will position the graphic over the text so you might not be able to read the text behind the graphic. and wrapping can be found by clicking the Advanced button, then the Text Wrapping tab Exit Word without saving your document Click on Exit from the File pull-down menu Answer NO when asked if you would like to save your changes Note: This is only for the seminar; typically you would not exit without saving your work. Page 10