MS Word, Part 3 & 4 Office 2007 Line Numbering Sometimes it can be helpful to have every line numbered. That way, if someone else is reviewing your document they can tell you exactly which lines they have comments on. To display line numbers, click on the Page Layout tab. Click on the Line Numbers button. Choose an option from the list. o Continuous will start with line 1 on the first page and number each line in ascending order until it reaches the end of the document. o Restart Each Page will start over with the number 1 on each page. o Restart Each Section will start over with the number 1 each time you insert a section break. o None removes the line numbers. Indenting If given no other instruction, Word will format paragraphs to be left justified with no indent. To indent the first line(s) of your paragraph(s), use the indentation marks on the ruler. The top mark is for the first line(s) of your paragraph(s). The bottom mark is for all following lines in that paragraph. The rectangle below the marks moves both marks at the same time. To indent the first line: Either select the paragraphs you wish to indent by clicking and dragging, or click somewhere inside the single paragraph you wish to change. Click on the top mark and drag your mouse to the right, stopping at the spot you would like to set the indent at. Your first line will move. Try it with the dummy text. These marks can also be used to set a block quote, like the dummy text example on page 1 of this handout. In that case, click and drag the bottom indentation mark to the right. The whole paragraph will move. 1
Note: The indentation marks also work with bulleted and numbered lists. Note that the top mark is used for placement of the bullet or number, and that the bottom mark is used for placement of the text s left justification line. Show/Hide Formatting Marks When working on a document, sometimes it s helpful to know where a manual line break occurs or where someone has hit the Tab key. You can display these key strokes to displays what buttons a person has hit. Click the button on the home ribbon to turn on the formatting marks. To remove the formatting marks, click the button again. Hyperlinks When a document is sent as an electronic copy, hyperlinks can be added to direct the reader to a web page. To add a hyperlink: Highlight the word, phrase, paragraph, picture, or chart you would like to be made into a hyperlink. Click on the Insert tab. Click on the Hyperlink button. Either enter a web address into the Address box (remember the http://www. part). Click on the OK button when finished. Your text will appear blue and underlined. 2
Watermark A watermark is a lighter image or word that appears on the background of a page. Some paper comes with a watermark embedded in it. Word cannot embed a watermark into your plain paper, but it can print a lighter image or word onto the paper that tries to duplicate a real one. To place a watermark on your document: Click on the Page Layout tab. Click on the Watermark button. Either choose a premade watermark from the list, or click on the Custom Watermark item from the bottom. If you chose Custom Watermark a window will appear so you can choose your own. o A Picture watermark allows you to choose any image you have saved on your computer. (A popular item may be a company logo.) o A Text watermark allows you to choose what the watermark says (note that you can type your own text in the box), what font type it is displayed as, and what color. To remove a watermark, click on the Watermark button again and choose Remove Watermark. 3
Comments When editing another person s document or when reading through your own you may want to leave a comment that does not take up paper space on the original document. You can leave a comment to the side. To add a document, highlight the word or phrase that you would like to make a comment about. Click on the Review tab. Click on the New Comment button. A task pane should open up on the left side of the screen, and your highlighted word(s) will have a red background, brackets around them, and the initials of the one who left the comment. Type your comment in the task pane. To delete a comment, click somewhere inside of the highlighted words in the document. On the Review tab, click on the Delete button. To browse through all comments in the document, click on the Previous or Next buttons under the Review tab. To hide comments, click on the Show Markup button on the Review tab. Uncheck the Comments item. Split Into Columns Creating a multi-columned page is quite easy with Word 2007. It s an easy way to create a ready-made Newsletter if you are unfamiliar with Publisher. To divide your document into columns, click on the Page Layout tab. Click on the Columns button. Choose how many columns you would like. If you would prefer more than three columns, click on the More Columns item from the bottom of the list. The content of your document will automatically be rearranged to fit into the new column format you chose. To enter text into the second column, hit the enter key multiple times to move down the page. When you get to the bottom of the first column your cursor will jump up to the top of the next column. 4
Signature Line A signature line in a document ensures the authenticity of the document between sender and receiver. Note: You should only create a signature line in a document once you have completely finished modifying the document. You will not be able to make any changes to the document once it has a signature line. To make a signature line: Click on the line in your document where you would like the signature line to appear. Click on the Insert tab. Click on the Signature Line button. When the Signature Line message window appears click on the OK button. Fill in the appropriate boxes with the name of the signer and the signer s title. (These will appear under the signature line.) Click on the OK button. Right click on the signature area that appeared on your document and click on Sign. 5
In the window that appears, either type in your name or select an image of your name that you had previously saved as a picture. (If you have a tablet PC, just use your stylus to sign the signature area.) Click on the Sign button when finished. To create an image of your signature you could either: Open a photo editing program like Paint. (Start > All Programs > Accessories > Paint) Resize the canvas area to a smaller size. (Click and drag to resize using the resizing handle in the corner.) Click and drag the pencil tool to draw your signature. Save the file to your computer when happy with the way it looks. (File > Save As) OR Sign your name on a blank piece of paper. Scan the area of the paper on which your signature is located into the computer using a scanner. Save the file for later use. Create a PDF Microsoft has given the ability to create PDF documents free of charge with Office 2007. It is included as a free Add-In that you have to install after your Office programs are installed. It s called 2007 Microsoft Office Add-in: Microsoft Save as PDF. Your computer may already have this add-in installed if you keep up with your Microsoft updates. It is included as part of the 2007 Microsoft Office Suite Service Pack 2 update. Visit www.update.microsoft.com to see if you have the most recent updates installed. 6
Once you have this add-in installed, to save a document as a PDF: Open the document you would like to convert. Click on the Office button. Point to Save As and click on PFD or XPS. In the Save As dialog box decide where you would like to save it and what you would like to call it. Click on the Publish button to create the PDF. 7
Protection There are two types of protection that you can apply to your document. These are found only as you are doing a Save As to the document. Click on the Office button. Click on Save As. In the window that appears, click on the Tools button that will be in the lower left corner. Click on General Options. In the window that appears type in a password for either option or both. o Password to open means that the person opening the document has to have the password to open it. If they do not know the password, the document stays closed. o Password to modify means that the person opening the document has to know the password in order to make any changes. If they do not know the password, they will be able to view it in read-only mode. Book Format Open the Book Format.docx document for this part. A project formatted to be a book will print out with pages in the appropriate order once you fold them in half. To format your document: Click on the Page Layout tab. Click on the button in the bottom right corner of the Page Setup grouping to open the Page Setup dialog box. From the Multiple Pages drop-down list, select Book Fold. Click on the OK button. Your document will change to show you one half of each page at a time. If you wish to adjust the margins of each page, click on the button from the second step again. Adjust the margins appropriately from the boxes at the top. 8
Usually, books have page numbers on the outside edges. To modify your document to do the same: Click on the Insert tab. Click on Page Number. Point to Bottom of Page. Scroll down so that you begin on page 5, and the odd pages are on the right side of the book, choose the option to have the page number on the right side of the pages. On the Header & Footer Tools Design tab, check the boxes to specify that your document has a Different First Page and Different Odd & Even Pages. Scroll up to the footer of page 4 and click in the footer section. It should be empty. Click on the Page Number button. Point to Bottom of Page. Click on the option to place the page number on the left side of the page. Click on the Close Header and Footer button to leave the footer. 9
The cover page is considered to be page 1 even though the number is not displayed. (We told it to have different first page footer.) You may want to have the second page labeled as page 1. To do so, follow the directions laid out in the Word part 2 class handout for creating section breaks. When printing your document, you can print it on a printer that does double-sided prints without having to worry that everything is in the correct order. When using a printer that does not do double-sided prints you will have to run the paper through one time to print on one side and then run it through again to print on the other. To tell your printer to only print on one side: Click on the Office button and click on Print. Click on the Properties button in the upper right corner of your Print window. You will have to look for the option to Print on Both Sides. In this case it was on the Finishing tab, but every printer is different. Click on the OK button and then on the OK button on the Print window. Once one side of the papers have been printed on, you will have to place them back into the printer tray and press the button on your printer to have it continue. Tab Stops Under normal circumstances, the tab key on the keyboard moves your text insertion point over by ½ inch every time you press it. If you would like your insertion point to move over to a specific location on every line, use a tab stop to specify where that point is. Click once on the spot on the ruler where you wish to add a tab stop. A small L will appear on that spot. Press the tab key on the keyboard to move over to this spot instantly. Example (as used in a resume): Note: To remove a tap stop, just place the cursor on the location on your document where you do not need to do any more tab stops; then point to the tab stop L on the ruler, and drag that out of the ruler area into the document. 10
Tab Leaders are used with tab stops to create a line of characters from one side of a line to another. Here are two examples: (NOTE: Word has a built-in Table of Contents creator that makes the manual setting of tab stops and tab leaders unneeded in that instance. But if you would like to do it on your own, it is possible.) To set tab leaders with your tab stops, Double click on the spot on the ruler where you would like your tab stop to be. When the Tabs window appears, click on the inch measurement you would like to have the leaders move across to. To have everything on the page line up with the right margin (AKA, the inch mark you set), set the Alignment to Right. Choose a character for your tab leaders.(dots, dashes, or underscores) Click OK. On the line you are entering text, press the tab key to move over to that tab stop. Notice that the leader characters will fill the empty space. Now type what you would like to have at the end of the line. The tab leaders will decrease as you type. Text to Table If you have already typed your information and later realized you wanted it in a table, you can easily convert it to a table. Here s how: Highlight the information you would like to place in a table. Click on the Insert tab. Click on the Table button. Select Convert Text to Table. In the dialog box, specify how many columns you want, how wide you want the columns, and what the text is separated by. 11
(The reason this example has three columns instead of two is because the tab key was struck twice between every menu item and dollar amount to separate them. The computer is using the tab key as a common divider on each row.) Once the table is created, you can select the unneeded column between items and delete it. Or, you can highlight the table and hide the borders. No one would know there was an extra column in there. For practice, try converting the Soup menu items into a table. Notice that the price for Chicken Noodle Soup appears in the middle column instead of the right column. That s because that menu item was a longer phrase. Only one tab was needed to move it over to be in line with the rest of the prices. You will have to manually move the price over one column and delete it from the middle one. Table to Text Information can also be converted back into text form after it is a table. Here s how: Click anywhere within the table. Click on the Layout Table Tools tab. Click on the Convert to Text button. Specify which character you would like the items in each row separated by (space, tab, comma, etc.) Click on the OK button. For practice, do the same thing to the Soup items. 12
Working with Tables For this section, open the Word 4 Practice Document.docx from the Word Class folder. Sort Word has a sort function which can be used inside of tables. Click anywhere within the table. Click on the Layout Table Tools tab. Click on the Sort button. In the window that appears, make sure it is sorting by column 1 in ascending order. Click on the OK button. Notice how it sorted the row labeled Total in with the other items. That is not what we want. Click on the Undo button. This time, click and drag to select just the people and not the Total row. Click on the Sort button again and click on OK. You should have just the people sorted and not the Total row. Note the difference in sorts. The first time we sorted we did not tell the computer to exclude the Total row. All we did was click inside of the table and it sorted the whole thing. The second time we told it to sort just the rows above the Total line. It then sorted appropriately. 13
3-Way Sort Also note that you can sort by up to three columns at once. Click anywhere in the table. Click on the Layout Table Tools tab. Click on the Sort button. Since there are column headings, Word identifies each column by the text in the first row. You have to tell Word that you have column headings by clicking on the Header row radio button. Otherwise it will try to sort that row in with the rest of them (like the Totals row in the previous example). Tell Word to sort first by the Last Name column, then by First Name, then by Middle Initial in the drop-down lists. First Name Last Name Middle Initial Andrew Smith L Bill Smith C Bill Smith J Merge Cells Instead of having a table title outside of the table, it can appear inside of a merged cell at the top of the table. Here s how: Click somewhere in the top row of your table. On the Layout Table Tools tab, click on the Insert Above button to insert a new top row. Select the top row. (Either click to the left of the row outside of the table, or click and drag to highlight the first row.) Click on the Merge Cells button. Type your title into the newly merged cell. 14
Split Cells If you realize that you need to split a column up into multiple columns, you can also split cells. Here s how: Click and drag to highlight the cell area you would like to split up. Keep in mind that if you select multiple rows and they have different colors on each row, the newly split cells will take on the color of the top row. Here, only the Qtr row is highlighted. Make sure you do not select the row label. On the Layout Table Tools tab, select Split Cells. In the window that appears, specify how many cells you would like your selected area to be split into. (In this case, four existing columns being split into four columns each is equal to 16 new columns.) Click on the OK button. Add the information you would like to display in each cell and format it to fit your theme. For practice, repeat this process for each row to keep the given colors in each row. Or highlight the entire section and do it all at once, fixing the colors after the columns are split. 15
Diagram/Organization Charts SmartArt graphics can be used to visually show how things are related. To insert one: Click on the Insert tab and select SmartArt. The Choose a SmartArt Graphic window will open. Select a category from the left, and then choose a diagram from the center. Click OK when finished. Your new shape will appear on your document. You can click on an individual item to add text to it or you can type the information into the pop-out panel on the side. If you cannot see the panel, click on the Text Pane button on the SmartArt Tools Design tab or on the double arrow button on the border. The panel on the side is an easy way to add more shapes to your diagram. Hit the enter key after a bullet point to add another one (in the text pane). o Use the tab key to create a new sub category. To change color and styles of your diagram, use the two SmartArt Tools tabs (Design and Format). You can change the type of graphic, the colors of the graphic, or the effect of the graphic shapes from the Design tab. The Format tab allows you to change the background and text colors of the individual shapes in the graphic. Remember to click on the item you wish to modify before you use the Format tab tools. 16