Chapter 3 Formatting Documents Key Concepts Setting margins and indents Creating lists Setting tab stops Adding headers, footers, and page numbers Inserting graphics and screen shots Inserting footnotes and endnotes Creating templates and HTML files Portfolio creation (Exercise 1) Scannable and basic resume (Exercises 13, 15) Creating address labels (Exercise 14) Creating blogs (Exercise 17) Practice Data Files TRAINING, GADGETS MAP Exercise Data Files INVENTORY, LEARNING JOURNAL, WELCOME, TRAVEL, TELECOMMUTING, U.S. PRESIDENTS Formatting a Document The formatting applied to a document can affect how the reader interprets the document, how easily the document is read, and the overall impression of the document. For example, if the text is very small and covers the entire page from edge to edge, it will be very difficult to read the text. If the text is too large and there is quite a bit of space between each line of text, the document could appear childish. Proper formatting is crucial in creating a professional-looking document. Margins Margins Common Paper Sizes To change the paper size, click Page Layout j Size. Letter 8.5" x 11" Legal 8.5" x 14" A3 297mm x 420mm A4 210mm x 297mm Tabloid 11" x 17" Margins are the white space around the text on a page. Margin size affects the amount of text that a page can contain. Smaller margins leave more room for text. Wider margins mean less text. For example, widening the left and right margins decreases the number of characters that fit on a line. Narrowing the same margins increases the amount of text in a line. Similarly, larger top and bottom margins decrease the number of lines of text a page can contain and smaller top and bottom margins increase the amount of text on a page. The following examples contain the same text, but have different margins: Chapter 3 Formatting Documents 75
TIP To change units of measurement, click j Options. In the Advanced options change the Show measurements in units of option. Alternative Click the Page Setup group Dialog Box Launcher to display the Page Setup dialog box. The default or Normal margins in Word are 1 inch for the left, right, top, and bottom. Click Page Layout j Margins to display options for changing the margins. To format a document with margins that are not listed, click Page Layout j Margins j Custom Margins. The Page Setup dialog box with the Margins tab selected is displayed, and individual margins can be set. Indenting Paragraphs Indent Left and Indent Right TIP Sections are discussed in Chapter 4. TIP To change only the left indent by 0.5", click Home j Increase Indent or Home j Decrease Indent. Margin settings apply to an entire document and cannot be different from paragraph to paragraph (unless the document is divided into sections.) Indents decrease the width of lines of text in a paragraph. Indents are often used to set off paragraphs such as a quotation. The default indents are 0 inches, meaning that lines of text extend from the left margin to the right margin. Specify left and right indents to give a paragraph shorter line lengths: The scien fic classifica on of the zebras are as follows: mountain zebra is Equus zebra, Burchell s zebra is Equus burchelli, and Grevy s zebra is Equus grevyi. The scien fic classifica on of the zebras are as follows: mountain zebra is Equus zebra, Burchell s zebra is Equus burchelli, and Grevy s zebra is Equus grevyi. The scien fic classifica on of the zebras are as follows: mountain zebra is Equus zebra, Burchell s zebra is Equus burchelli, and Grevy s zebra is Equus grevyi. Alternative Click the Paragraph group Dialog Box Launcher and then use the Indents and Spacing tab to set indents. To format a paragraph with indents, use Page Layout j Indent Left and Page Layout j Indent Right. The amount of indent is measured in inches. Setting indents affects only the paragraph that contains the insertion point, or multiple paragraphs selected together. 76 Chapter 3 Formatting Documents
TIP Click View Ruler above the vertical scroll bar to display the rulers. Indents can also be set by dragging markers on the ruler: When an indent marker is dragged, a dotted line appears that helps line up text. Practice: TRAINING part 1 of 6! OPEN TRAINING a. Start Word. b. Open TRAINING, which is a Word data file for this text. @ CHANGE THE MARGINS a. Click Page Layout j Margins. Options for changing the margins are displayed. b. Click Wide. The left and right margins are now 2 inches. Scroll through the document and see the effect. c. Click Page Layout j Margins j Narrow. All the margins are now 0.5 inches. Scroll through the document and see the effect. d. Click Page Layout j Margins j Custom Margins. The Page Setup dialog box is displayed. e. Change the margin options as shown: f. Select OK. Scroll through the document and see the effect. g. Save the modified TRAINING. Chapter 3 Formatting Documents 77
# INDENT A PARAGRAPH a. In the Session Descriptions section, which starts on page 1 and ends on page 2, place the insertion point in the paragraph that begins Learn the difference. b. On the Page Layout tab, change the Indent Left and Indent Right options to 0.5. The left and right sides of the paragraph are indented 0.5 inches. $ INDENT OTHER PARAGRAPHS a. In the Sessions Descriptions section, place the insertion point in the paragraph that begins Learn specific techniques. b. On the ruler, drag the Left Indent marker to the 0.5" mark: The left side of the paragraph is indented. c. On the ruler, drag the Right Indent marker to the 5" mark: The right side of the paragraph is indented. d. In the Session Descriptions section, place the insertion point in the paragraph that begins Develop awareness. e. Format the paragraph with 0.5" left and right indents. % SAVE THE MODIFIED TRAINING Space Before and After a Paragraph Spacing Before and After Space between paragraphs makes the text easier to read and helps distinguish where paragraphs begin and end. The default formatting for a paragraph is no space before (above) the paragraph and 10 points of space after (below) the paragraph. Paragraphs of body text, such as in the body of a letter, are typically formatted in this manner. Headings are typically formatted with space before and some space after, which helps set the heading closer to the text that it is associated with: 78 Chapter 3 Formatting Documents
The scien fic classifica on of the zebras are as follows: mountain zebra is Equus zebra, Burchell s zebra is Equus burchelli, and Grevy s zebra is Equus grevyi. Mountain Zebra The mountain zebra is very rare. The stripes on the mountain zebra stop at the underside of the belly, which is mostly white. Mountain zebras do not form large herds. Burchell s Zebra The Burchell zebra has stripes all over its body, around the belly and all the way to the hooves During rainy seasons the Burchell zebras can form Alternative Click the Paragraph group Dialog Box Launcher and then use the Indents and Spacing tab to set space before or space after. To change the space before or after a paragraph, use Page Layout j Before and Page Layout j After. The amount of space is measured in points. Setting space before or after affects only the paragraph that contains the insertion point, or multiple paragraphs selected together. Line Spacing Line and Paragraph Spacing double spaced The space between lines of text in a paragraph can be changed. The default formatting for a paragraph is 1.15 lines of space. Text that is double spaced adds more space between lines of text for notes or comments and can make a document easier to read: Click Home j Line and Paragraph Spacing to display options for changing the amount of space between lines of text in a paragraph: Chapter 3 Formatting Documents 79
Select 2.0 to format a paragraph with double spacing. For additional spacing options, click Line Spacing Options to display the Paragraph dialog box. Setting line spacing affects only the paragraph that contains the insertion point, or multiple paragraphs selected together. Practice: TRAINING part 2 of 6 Word should already be started with TRAINING displayed from the last practice.! CHANGE SPACE AFTER A PARAGRAPH a. At top of page 1, place the insertion point in the heading Life-Long Learning Program. b. On the Page Layout tab, set After to 24 pt. More space is added below the Life-Long Learning Program heading. @ CHANGE SPACE BEFORE PARAGRAPHS a. In the Session Descriptions section, place the insertion point in the paragraph that begins Learn the difference. b. On the Page Layout tab, set Before to 6 pt. More space is added above the paragraph. c. In the Session Descriptions section, place the insertion point in the paragraph that begins Learn specific techniques. d. On the Page Layout tab, set Before to 6 pt. e. In the Session Descriptions section, place the insertion point in the paragraph that begins Develop awareness and format the paragraph with 6 pts of space before. # CHANGE PARAGRAPH LINE SPACING a. Near the top of the document, place the insertion point in the paragraph of text that begins Gadgets, Inc. is committed. b. Click Home j Line and Paragraph Spacing j 2.0. The paragraph of text is double spaced: $ SAVE THE MODIFIED TRAINING 80 Chapter 3 Formatting Documents
Tabs and Tab Stops Tabs are used to position text within a line. Press the Tab key to insert a tab and move any text to the right of the insertion point over to the position of the next tab stop. Delete a tab by placing the insertion point to the left of the tab and pressing the Delete key. Any text is automatically moved to the left to fill the space previously created by the tab. A tab stop specifies a location within the line of text. In Word, tab stops are displayed on the ruler above the document. A set of default tab stops are located at every half inch, but they do not appear on the ruler. Tabs can be used to align text into columns of data. New tab stops are created at the appropriate intervals to align the data in columns: A tab stop can be set at any position on the ruler within the margins. When a tab stop is set, Word automatically removes the default tab stops to the left. For example, a tab stop set at 1.4 inches automatically removes the default tab stops at 0.5 and 1.0 inches. The default stop at 1.5 inches is not affected. Text is aligned to a tab stop according to the type of tab stop: TIP A Bar Tab can also be set. A Bar Tab doesn t position text, it inserts a vertical bar at the tab position. Left Tab aligns the beginning of the text at the stop. Right Tab aligns the end of the text at the stop. Center Tab centers the text equidistant over the stop. Decimal Tab aligns the decimal point (a period) at the stop. Each type of tab stop is used in the text shown below. Note the markers on the ruler: Tab stops are applied to the paragraph that contains the insertion point or to multiple paragraphs selected together. When the insertion point is moved through the text, the ruler changes to show the tab stops for the current paragraph. Set a tab stop by first clicking the tab selector on the ruler until the type of tab stop to be created is displayed: tab selector Chapter 3 Formatting Documents 81
Tab Leaders A tab leader is a character that is repeated to fill the space spanned by a tab. Examples of tab leaders are..., ----, and. The dotted leader is often used in a table of contents. The solid line is used to represent a blank on a form. Select a tab leader in the Leader options in the Tabs dialog box. Click the white area of the ruler above the document to place a tab stop. The tab stop can be dragged to a new location if needed. For example, click the tab selector until Right Tab is displayed and then click the ruler to create a right tab stop at that location. To remove a tab stop, drag its marker downward, off the ruler. Any text that was aligned at a deleted stop is then aligned to the next tab stop. The Tabs dialog box is useful for changing, editing, and deleting tab stops. Double-click a tab stop on the ruler to display the Tabs dialog box. In the dialog box, type the Tab stop position, select the appropriate Alignment, and then select Set to create a tab stop at that position. Repeat this procedure to create as many tab stops as needed. To remove a tab stop, select it from the Tab stop position list and then select Clear. Select Clear All to remove all the tab stops. Selecting a Vertical Block of Text Data formatted into columns often have different formatting applied to individual columns of data. To select a vertical block of text, hold down the Alt key and drag: Formatting can then be applied to the selected text. For example, click Home j Bold to format selected data as bold: Practice: TRAINING part 3 of 6 Word should already be started with TRAINING displayed from the last practice.! SELECT TEXT FOR FORMATTING a. Display formatting marks if they are not already showing. b. Scroll to the Schedule section. The paragraphs in this section have a single tab between each column: one tab after Session, Day, and Time. The information is difficult to read because tab stops have not been set. c. Select all the paragraphs in the Schedule section: 82 Chapter 3 Formatting Documents
@ SET TAB STOPS a. At the far left of the ruler, click the tab selector until Left Tab is displayed, if it is not already showing. b. Click the ruler near the 2" mark. A left tab stop is created and the Day column is aligned at the stop. c. On the ruler, drag the left tab stop marker to 1.75". The column of text is moved closer to the session names. d. Click the tab selector until Right Tab is displayed. e. Click the ruler at 3.75". A right tab stop is created and the Time column is aligned at the stop. f. Double-click any tab stop on the ruler. The Tabs dialog box is displayed. 1. In the Tab stop position box, type: 4.75 2. In the Alignment options, click Center. 3. Select Set and then OK. A center tab stop is created and the Location column is aligned at the stop. Check Your document should look similar to: # FORMAT A VERTICAL BLOCK OF TEXT a. Press and hold the Alt key and drag from the beginning of the Assertiveness title to the end of the data in the first column: b. Click Home j Italic. The column of text is formatted as italic: $ SAVE THE MODIFIED TRAINING Chapter 3 Formatting Documents 83
Hanging and First Line Indents TIP Creating a bibliography is discussed in Chapter 4. A paragraph can be formatted so that the first line is indented differently from the rest of the paragraph. When the first line of a paragraph is farther to the left than the rest of the paragraph, it is formatted with a hanging indent. A hanging indent is often used for lists, outlines, or for a bibliography entry: Levy, Kristin. The Complete Guide to Selling Inner-Spring Mattresses. Chicago: Buffet Press, 2010. To create a hanging indent, drag the Hanging Indent marker on the ruler: A hanging indent can also be created using the Paragraph dialog box. Click the Paragraph group Dialog Box Launcher, then in the dialog box click the Indents and Spacing tab. Select Hanging in the Special list and specify the indent amount in the By box. Another paragraph format is the first line indent, which indents the first line of the paragraph farther to the right than the rest of the paragraph. A first line indent is often used for text in a published book or paper. For example, this paragraph is formatted with a first line indent. To create a first line indent, drag the First Line Indent marker on the ruler: First Line Indent marker A first line indent can also be created using options in the Indents and Spacing tab in the Paragraph dialog box. Select First line in the Special list and specify the indent amount in the By box. Setting hanging or first line indents affects only the paragraph that contains the insertion point, or multiple paragraphs selected together. 84 Chapter 3 Formatting Documents
Creating Bulleted and Numbered Lists TIP When formatting lists, complete paragraphs do not need to be selected as long as text from every paragraph is included in the selection. Bullets Numbering Increase Indent In a bulleted list, each item is a separate paragraph formatted with a hanging indent, a bullet ( ), and a tab. To create a bulleted list, first select the paragraphs in the list and then click Home j Bullets : Bulleted lists are used when each item is equally important. Numbered lists show a priority of importance and are used, for example, for the steps in a recipe. To create a numbered list, first select the paragraphs and then click Home j Numbering : TIP Word automatically formats a paragraph as a list item if an asterisk or 1. is typed at the beginning of a paragraph. Bullet and Numbering Library Click the arrow in the Bullets or Numbering buttons to select other bullet characters or different numbering formats. Click Home j Increase Indent to increase the indent of bulleted or numbered items. To remove the bullets or numbering list formats, select the formatted paragraphs and then click Home j Bullets or Home j Numbering again. A multi-level list can be created by selecting text, clicking the Multilevel list button and selecting a multilevel list style: Chapter 3 Formatting Documents 85
Practice: TRAINING part 4 of 6 Word should already be started with TRAINING displayed from the last practice.! FORMAT A HANGING INDENT a. Scroll to the Instructors section on page 2 and then select the two paragraphs about the instructors: b. On the ruler, drag the Hanging Indent marker to the 1" mark. c. The paragraphs have hanging indents, but are still not formatted properly. Place the insertion point just after Merlin in the first instructor paragraph. d. Delete the space and then press the Tab key. e. Replace the space after the second instructor s last name with a tab. Check Your document should look similar to: @ FORMAT A NUMBERED LIST a. Scroll to the Program Objectives section on page 1. b. Select the three paragraphs about program objectives: c. Click Home j Numbering. The paragraphs are formatted with numbers and a hanging indent. Click anywhere in the document to remove the selection: 86 Chapter 3 Formatting Documents
# FORMAT A BULLETED LIST a. Scroll to the Registration section. b. Select the four paragraphs about registration. c. Click Home j Bullets. The items in the list are formatted with bullets and a hanging indent: $ SAVE THE MODIFIED TRAINING Headers and Footers Header Footer A header is an area at the top of a page and a footer is an area at the bottom of the page. A header or footer is typically used to include the page number, file name, author s name, and the date on each page. To create a header or footer, click Insert j Header or Insert j Footer. A gallery of built-in designs is displayed. Click a built-in design and the document text dims, the header or footer is added, and the Design tab is displayed on the Ribbon: TIP Header and Footer are found on both the Insert tab and the Design tab. Alternative To add a blank header or footer, click Insert j Header j Edit Header or Insert j Footer j Edit Footer. Type text to replace the placeholder and then format the text as needed. Use the Design tab to further customize the header or footer: Change the distance from the header or footer to the edge of the page using Header from Top or Footer from Bottom. The header or footer is printed on each page of the document. To specify a different header and footer for the first page, select the Different First Page check box. The header and footer tabs on page 1 change: Chapter 3 Formatting Documents 87
Click Design j Go to Header or Design j Go to Footer to move the insertion point between the header and footer. Click Design j Close Header and Footer or double-click the body of the document to close the header and footer. Double-click in the header or footer area to make it active again and allow for editing. Adding Times, Dates, and Page Numbers Page Number Date & Time TIP Many of the header and footer built-in designs contain page number and date placeholders. Page numbers are helpful in documents that have more than one page. To add the page number at the insertion point in an existing header or footer, click Design j Page Number j Current Position. If a header or footer has not yet been created, click: Insert j Page Number j Top of Page to create a header with a page number. Any existing header is replaced. Insert j Page Number j Bottom of Page to create a footer with a page number. Any existing footer is replaced. Insert j Page Number j Page Margins to add a page number in the left or right margins. To edit a page number in the margins, make the header active. The page number can then be formatted as needed. When the document is printed, the appropriate page number will print on each page. To change the numbering style, click Page Number j Format Page Numbers. To delete a page number, click Page Number j Remove Page Numbers or select the page number and press the Delete key. TIP Page Number and Date & Time are found on both the Insert tab and the Design tab. It is easier to keep track of document revisions when printouts include the date and time they were printed. To add the date or time, select from the Insert or Design tab and then select a format from the displayed dialog box. Select the Update automatically check box in the dialog box to have the date and time automatically updated when a document is printed or opened. To delete the date or time, select it and press the Delete key. To update the date and time in the document, place the insertion point within the date or time and then press F9 or click Update: TIP To change the format of a date or time, right-click the date or time and then select Edit Field from the menu. 88 Chapter 3 Formatting Documents
Adding and Editing Graphics Graphics can be used to make a document more interesting and informative. Graphics in digital format come from various sources, including scanned artwork, digital camera pictures, screen captures, and illustration software. Click Insert j Picture to display the Insert Picture dialog box with a list of graphic files. A graphic inserted into a document is placed at the insertion point. Formats can then be applied to the paragraph and will affect the position of the graphic. For example, to center a graphic, place the insertion point in the paragraph that contains the graphic and click Home j Center. When a graphic is inserted, the Format tab is added to the Ribbon and is used to change the look of a selected graphic: Corrections Picture Border Wrap Text Remove Background Color Picture Styles Picture Effects Crop Corrections displays options for sharpening and softening the image and for changing the brightness and contrast: Color options can be used to recolor the graphic: Chapter 3 Formatting Documents 89
Graphic File Formats Commonly-used graphic file formats are: Artistic Effects displays a list of artistic effects: GIF (pronounced either giff with a hard g or jiff ) JPG (pronounced jay-peg ) PNG (pronounced ping ) TIF (pronounced tiff ) compresses the picture to reduce the file size. displays a dialog box used to select a different picture. The formatting and size of the current picture is preserved. discards all of the formatting changes. Picture Styles apply several picture formats in one click. adds a border. adds effects such as bevels and shadows. converts the graphic to a SmartArt graphic. Background Removal removes unwanted parts of the graphic: Position lines up a selected graphic in a specific position on a page. TIP Click Format j Bring Forward or Format j Send Backward to move overlapping graphics on top of each other or behind. Wrap Text displays options for changing the way text wraps around the graphic. For example, Wrap Text j Behind Text places the graphic behind the text: 90 Chapter 3 Formatting Documents
Crop trims away areas of the graphic that are not needed. Height and Width are used to size a graphic. Alternatively, point to a corner handle, which changes the pointer to and then drag to size the graphic: TIP Dragging a center handle causes distortion. Drag a corner handle to size a graphic without distorting it. Drag the green handle to rotate the graphic. Clip art are files of general-purpose graphics created by an artist using illustration software. Click Insert j Clip Art to display a task pane for finding clip art. Type a word or phrase in the Search for box and select Go to find all clip art that have the keywords in their description. To narrow a search, use the Search in list, which contains clip art collection names, and the Results should be list, which contains file formats. For example, type flower in the Search for box and then select Go to display clip art similar to: Clips Clip art is a type of clip. A clip is a single media file, which can be a picture, a sound, an animation, or a movie. The Clip Art task pane is used to search for clips. To place a clip art graphic into the document, click the arrow to the right of the graphic and select Insert from the menu. To remove the task pane, click Close in the upper-right corner. Cut, Copy, and Paste on the Home tab can be used to create copies or move a selected graphic. Press the Delete key to delete the selected graphic. Click anywhere in the document other than on the graphic to remove the handles. Chapter 3 Formatting Documents 91
Screenshots To insert a screenshot into a document, select Insert j Screenshot to display a list of open windows: Clicking a window places a screenshot of the window in the Word document. To capture just a portion of the window, click Screen Clipping and then drag to select the screen clipping area. OpenType Ligatures TIP OpenType format is compatible with both Macintosh and Windows computers. OpenType is a scalable font format that was developed by Microsoft and Adobe. Two or more letters combined into one character make a ligature. Open Type ligatures are used to create interesting font effects. For example: Ligatures are not enabled by default. To enable this feature, format text using a font such as Gabriola, then right-click the selected text and select Font. In the Font dialog box, select the Advanced tab and then select Standard Only in the Ligatures box: 92 Chapter 3 Formatting Documents
Practice: TRAINING part 5 of 6 Word should already be started with TRAINING displayed from the last practice.! CREATE A HEADER WITH THE PAGE NUMBER a. Click Insert j Page Number j Top of Page. A gallery is displayed. b. Scroll the gallery and click the Bold Numbers 2 built-in design. The header is created with a centered page number Page 1 of 3 and the Design tab is displayed on the Ribbon. c. Type your name followed by a space: @ ADD THE DATE IN THE FOOTER a. Click Design j Go To Footer. The insertion point is moved to the footer. b. Click Design j Date & Time. A dialog box is displayed. 1. Select a format similar to 10/31/2011 5:22:48 PM. 2. Select the Update automatically check box. 3. Select OK. A date and time that will automatically update are added. c. Click in the footer, and then drag to select the date and time. d. Click Home j Bold. The date and time are formatted as bold. e. Click Design j Close Header and Footer. The header and footer are dimmed. # INSERT A GRAPHIC AND FORMAT IT a. Scroll to page 2 to the Session Locations section and place the insertion point at the beginning of the paragraph that begins The walls of.. b. Click Insert j Picture. A dialog box is displayed. 1. Navigate to GADGETS MAP, which is a data file for this text. 2. Select Insert. The picture is displayed at the insertion point. c. Click Format j Color j Dark Blue, Text color 2 Dark. $ POSITION THE GRAPHIC a. Click Format j Wrap Text j Square. The text wraps around the graphic. b. Drag the map so that the top of the map is even with the first line of text in the Session Locations section and the right side of the map is about even with the right margin: Chapter 3 Formatting Documents 93
% SAVE THE DOCUMENT Pagination Page Break Manual and Automatic Page Breaks An inserted page break is called a manual or hard page break. Where Word ends one page and begins another is sometimes called an automatic page break. Pagination is how a document is divided into pages. Word automatically determines how much text will fit on a page based on the amount of text and the document formatting. As a document is edited, Word automatically updates the pagination. To change pagination, insert a page break. Inserting a page break moves the text after the insertion point to the next page. To insert a break, press Ctrl+Enter or click Insert j Page Break. To delete a page break, place the insertion point to the left of the page break and press the Delete key. The document repaginates and text from the next page moves up to fill the current page. Creating Footnotes and Endnotes Insert Endnote Insert Footnote Research papers and reports often include footnotes to cite sources. To add a footnote, place the insertion point in the text where the footnote number should appear and click References j Insert Footnote. A number is placed in the text and the insertion point is moved to a new footnote at the end of the document: 94 Chapter 3 Formatting Documents
TIP The standard format for footnotes is a 0.5 inch first line indent and a blank line above each footnote. A separator line indicates the footnotes TIP Double-click the footnote number in the text to move the insertion point to the footnote at the bottom of the page. In a new footnote, the insertion point is placed to the right of the footnote number at the bottom of the page so that the footnote information can be typed and formatting applied. By default, Word numbers footnotes with Arabic numerals such as 1 and 2. To change the number format, click the Footnotes group Dialog Box Launcher to display the Footnote and Endnote dialog box. Options in this dialog box affect the number format, the starting number, and the location of the footnotes. Word sequentially numbers footnotes, and automatically renumbers footnotes when one is moved, inserted, copied, or deleted. To delete a footnote, delete the footnote number in the text, which automatically removes the reference from the bottom of the page. endnotes TIP Creating a bibliography is discussed in Chapter 4. Endnotes appear on the last page of a document and are a common method of references for a research paper. To create an endnote, place the insertion point in the text where the endnote number should appear and click References j Insert Endnote. A number is placed in the text and the insertion point is moved to the end of the document. By default, Word numbers endnotes with lowercase Roman numerals such as i and ii. Change the number format in the Footnote and Endnote dialog box. Practice: TRAINING part 6 of 6 The footnotes in this practice have the standard format as defined in The Gregg Reference Manual Tenth Edition by William Sabin ( 2008 McGraw-Hill Companies, Inc.). Word should already be started with TRAINING displayed from the last practice.! CREATE A FOOTNOTE a. In the first paragraph of the document, place the insertion point after the period after the last word, which reads harmony. b. Click References j Insert Footnote. Word inserts a 1 and the insertion point is moved to the bottom of the page where the footnote text can be typed. Note the separator line between the body of the document and the footnote. @ ENTER THE FOOTNOTE TEXT a. Type the following text, allowing Word to wrap the text: Chris Kemperstein, Working in Harmony: The Gadgets Philosophy (Atlanta: Caliper Press, 2010), p. 110. b. Move the insertion point to the left of the footnote number and then press Enter. Chapter 3 Formatting Documents 95
# FORMAT THE FOOTNOTE TEXT a. Select the book title, Working in Harmony: The Gadgets Philosophy. b. Click Home j Italic. The book title is now italic. c. Click anywhere in the footnote text. The book title is no longer selected and the insertion point is placed in the footnote. d. With the insertion point in the footnote text, drag the first line indent marker on the ruler to 0.5". The footnote now has a first line indent of 0.5 inches: $ CHANGE THE PAGINATION a. Place the insertion point just to the left of the S in Session Descriptions. b. Click Insert j Page Break. A page break is inserted, and text after the break is moved to the next page. c. Scroll to the Instructors heading on page 2 and place the insertion point just to the left of the I in Instructors. d. Press Ctrl+Enter. A page break is inserted, and text after the break is moved to the next page. e. Scroll up and place the insertion point to the left of the page break: f. Press the Delete key. The page break is deleted. g. Press the Delete key again to delete the extra paragraph. % SAVE THE MODIFIED TRAINING, PRINT A COPY, AND CLOSE THE DOCUMENT Templates TIP A Word template is saved with a.dotx extension. Word templates containing macros have a.dotm extension. TIP The Save & Send tab in Backstage view also contains options for saving a file as a template. A template is a master document that includes the basic elements for particular types of documents. Templates are used again and again whenever a document of that type is needed. For example, office memos usually contain the same layout (To:, From:, Subject:, company logo, and so on), with only the topic changing for each new memo. Instead of typing the text, setting tab stops, and applying the formatting every time, a more efficient approach would be to create a template that contains the unchanging elements and then use this template each time a new memo is needed. To create a template, type and format text in a new document. Select j Save As to display a dialog box. Type a file name in the File name box, and select Word Template in the Save as type list. In the left pane of the dialog box, click Templates under the Microsoft Word heading and then select Save. 96 Chapter 3 Formatting Documents
To create a new document from a template, select My templates to display a dialog box of templates. j New, then click When a template is used, Word creates a new, blank, untitled document that contains the same formatting and text as the template. This prevents accidentally saving over and changing the original template. A variety of pre-created templates are accessible through Word. Select j New to display available templates: Click options in the Available Templates list to view and select local templates, which are stored on the computer. If the computer has an Internet connection, click options in the Office.com Templates list to view and download templates from Microsoft. Practice: Generic Memo The document created in this practice is a memo as defined in The Gregg Reference Manual Tenth Edition by William Sabin ( 2008 McGraw-Hill Companies, Inc.).! CREATE A NEW BLANK WORD DOCUMENT @ TYPE TEXT AND FORMAT THE DOCUMENT a. Press the Enter key twice to move the insertion point down about 1 inch (2.54 cm) from the top margin. b. Type the following text, pressing the Tab key after each colon. Include two blank lines after the SUBJECT line: Chapter 3 Formatting Documents 97
c. Format each word as bold. Do not format the tab or the colon as bold. d. Select the paragraphs that contain text, and then set a left-aligned tab stop at 1". e. Click anywhere to remove the selection. # SAVE THE TEMPLATE On the Quick Access Toolbar, click Save. The Save As dialog box is displayed. 1. In the File name box, type: Generic Memo 2. In the Save as type list, select Word Template. 3. In the left pane, click Templates. 4. Select Save. The document is saved as a template. $ CLOSE THE TEMPLATE % CREATE A NEW DOCUMENT USING THE TEMPLATE a. Select j New. b. In the Available Templates list, click My templates. The New dialog box is displayed. c. Click the Generic Memo template and then select OK. A new document with the Generic Memo template text is displayed. ^ CREATE A MEMO USING THE TEMPLATE a. Type the following information into the memo headings, replacing Name with your name: b. Place the insertion point in the last blank paragraph of the document. 98 Chapter 3 Formatting Documents
c. Complete the memo by typing the following text for the body of the memo: & SAVE, PRINT, AND THEN CLOSE THE DOCUMENT a. On the Quick Access Toolbar, click Save. The Save As dialog box is displayed. 1. Navigate to the appropriate location for the file to be saved. 2. In the File name box, replace the existing text with Vacation Days Memo and then select Save. b. Print a copy of the memo and then close the document. Creating an HTML File TIP The MHTML ( MIME HTML) format means that all the information for the document, including pictures, is saved within one single file. HTML is the file format for documents viewed using a browser, such as documents on the Web. A document in HTML format is more versatile because Word is not needed to view it, just a browser, such as Internet Explorer. HTML documents can be viewed in Word, and are best viewed in Web Layout view. To save a document as an HTML file, select j Save As and then select a Web page type in the Save as type list. Click the Change Title button to give the Web page a descriptive title, which is text displayed in the title bar of the browser window. Click the Tags box to add a tag to the document. Tags are keywords, separated by semi-colons, used to organize and search for documents. Saving a document as a Web Page creates an.htm file and a folder with the same name to store any supporting files associated with the document, such as graphics. Saving a document as a Single File Web Page creates an.mht file that contains all supporting information. TIP In Internet Explorer version 8, press the Alt key to display the File menu. To view the file in a Web browser, open a browser, such as Internet Explorer and select File j Open. An HTML document opened in Word is displayed in Web Layout view. Creating a PDF Document TIP The Save & Send tab in Backstage view also contains options for saving a file in HTML and PDF format. PDF (Portable Document Format) is a file format that preserves document formatting. To save a Word document in PDF format, select j Save As and then select PDF in the Save as type list. Adobe Reader is used to view a PDF document. Chapter 3 Formatting Documents 99
Practice: Contini Picnic This practice requires browser software. Internet access is not required.! CREATE A NEW WORD DOCUMENT a. In a new document, type the following text, replacing Name with your name: b. Bold the title Contini s Cookies Annual Picnic and make it 24 points in size. c. Format the four paragraphs of Picnic menu items as a bulleted list. @ INSERT CLIP ART a. Add three blank paragraphs after the have any questions. paragraph. b. With the insertion point in the last blank paragraph, click Insert j Clip Art. The Clip Art task pane is displayed. 1. In the Search for box, type picnic and then click Go. Clip art is displayed. 2. Point to an appropriate clip art graphic and then click the arrow that appears beside the graphic. 3. In the menu, select Insert. The clip art is placed at the insertion point. c. If the graphic is too large, drag a corner handle to size the graphic smaller. The entire document should fit onto one page. d. Experiment with the Wrap Text options and apply a picture style. # SAVE THE DOCUMENT AND PRINT A COPY a. Save the document naming it: Contini Picnic b. Print a copy. $ SAVE THE DOCUMENT AS AN HTML FILE a. Select j Save As. A dialog box is displayed. 1. In the Save as type list, select Single File Web Page. 2. Click Change Title. A dialog box is displayed. 100 Chapter 3 Formatting Documents
3. Type a title as shown: 4. Select OK. 5. Select Save. The dialog box is removed and the document is displayed in Web Layout view. % OPEN THE HTML DOCUMENT IN A BROWSER a. Start Internet Explorer. b. Select File j Open. A dialog box is displayed. If the File menu is not visible, such as in Internet Explorer version 8, press the Alt key to display the menu bar. c. Navigate to the file and select Open. d. Select OK. The Web page document is displayed. e. Expand the window, if necessary, to view the entire document. Note the title in the title bar. f. Close the browser window. ^ CLOSE CONTINI PICNIC AND QUIT WORD Chapter Summary This chapter discussed formatting documents to improve appearance and readability. Proper formatting is crucial in creating a professionallooking document. Margins are the white region around text on a page. They affect the amount of text a page can contain. Margins are set using the Page Layout tab. Left and right indents affect the width of lines of text in a paragraph. Indents are set using the Page Layout tab or by dragging markers on the ruler. By default, text is formatted with space after a paragraph. Space before and after paragraphs can be changed using the Page Layout tab. The line spacing of text in a paragraph is changed using the Home tab or the Paragraph dialog box. Tabs are used to position text within a line. A tab stop specifies a location within a line of text and is displayed on the ruler above a document. The tab selector is used to set a tab stop. Tabs are also used to align multiple paragraphs of text into columns. A vertical block of text is selected by holding down the Alt key and dragging. Once selected, formatting can be applied to the entire column. Hanging indents and first line indents affect the width of the first line of text in a paragraph. These indents are set by dragging markers on the ruler or using options in the Paragraph dialog box. Chapter 3 Formatting Documents 101
Bulleted and numbered lists are paragraphs with a number or bullet, a tab, and formatted with a hanging indent. The Home tab is used to format lists. A header is an area at the top of a page and the footer is an area at the bottom of the page. The Insert tab is used to display the header and footer. Page numbers and the date and time are added using the Insert tab. Graphics from a file or clip art are added to a document using the Insert tab. The Format tab is used to change the look of a selected graphic. Pagination is how a document is divided into pages. Page breaks are added using the Insert tab or by pressing Ctrl+Enter. Footnotes and endnotes used in research papers are created on the References tab. Remove a footnote or endnote by deleting its number from the text. A template contains the basic elements for a particular type of document. A template is created by saving a document to the Templates folder as a Word Template type. To create a new document based on a template, click My templates in the New Document dialog box. HTML documents are used for Web sites and for distributing documents to individuals that have browser software but do not have Microsoft Word. Use the Single File Web Page type to convert a document to a Web page. Vocabulary Bulleted list List created with each item as a separate paragraph formatted with a hanging indent, a character such as a bullet ( ), and a tab. Clip art A general-purpose graphic created by an artist using illustration software. Double spaced Paragraph format that adds more space between each line of text. Endnote Used to document a source. Found on the last page of a document. First line indent First line of a paragraph that is farther to the right than the rest of the paragraph. Footer Text that is printed at the bottom of each page. Footnote Used to document a source. Usually located at the bottom of the page that contains the footnoted material. Hanging indent First line of a paragraph that is farther to the left than the rest of the paragraph. Header Text that is printed at the top of each page. Ligatures character. Two or more letters combined into one Margins The white region around the text on a page. Numbered list List created with each item as a separate paragraph formatted with a hanging indent, a number, and a tab. Each number indicates an item s priority in the list. OpenType A scalable font format. Page break Changes where one page ends and another begins. Pagination How a document is divided into pages. Tab Used to position text within a line. Tab stop Specifies a location within a line of text. Template A master document that includes the basic elements for a particular type of document. Title Text displayed in the title bar of a Web browser. HTML The file format for documents viewed using a browser. Indent Paragraph format that decreases the width of lines of text in a specific paragraph. 102 Chapter 3 Formatting Documents
Word Commands After Changes the amount of space after a paragraph. Found on the Page Layout tab. Before Changes the amount of space before a paragraph. Found on the Page Layout tab. Bottom of Page Creates a footer with a page number. Found in Insert j Page Number. Bullets Formats a paragraph with a hanging indent and inserts a bullet and a tab to create a bulleted item in a list. Found on the Home tab. Clip Art Displays the Clip Art task pane, which is used to insert clip art at the insertion point. Found on the Insert tab. Close Header and Footer Closes the header and footer. Found on the Design tab. Color Changes the colors in a selected graphic. Found on the Format tab. Corrections Brightness, Contrast, Sharpen and Soften options. Found on the Format tab. Crop Trims away areas of the graphic that are not needed in a selected graphic. Found on the Format tab. Current Position Adds a page number at the insertion point. Found in Insert j Page Number. Date & Time Displays a dialog box used to insert the current date or time at the insertion point. Found on the Insert tab. Footer Displays a gallery of footers. Found on the Insert tab. Footer from Top Changes the distance from the footer to the edge of the page. Found on the Design tab. Format Page Numbers Displays a dialog box used to change the page numbering style. Found in Insert j Page Number. Go to Footer Moves the insertion point to the footer. Found on the Design tab. Go to Header Moves the insertion point to the header. Found on the Design tab. Header Displays a gallery of headers. Found on the Insert tab. Header from Top Changes the distance from the header to the edge of the page. Found on the Design tab. Height and Width Used to size a graphic. Found on the Format tab. Increase Indent Increases the indent of bulleted or numbered items. Found on the Home tab. Indent Left Indents the left side of a paragraph. Found on the Page Layout tab. Indent Right Indents the right side of a paragraph. Found on the Page Layout tab. Insert Endnote Places a number in the text and moves the insertion point to the end of the document. Found on the References tab. Insert Footnote Places a number in the text and moves the insertion point to the bottom of the page. Found on the References tab. Line & Paragraph Spacing Used to change the amount of space between lines of text in a paragraph. Found on the Home tab. Margins Displays options used to format the margins of a document. Found on the Page Layout tab. Numbering Formats a paragraph with a hanging indent and inserts a number and a tab to create a numbered item in a list. Found on the Home tab. Page Break Inserts a page break at the insertion point. Found on the Insert tab. Page Margins Creates a page number in the left or right margins. Found in Insert j Page Number. Page Number Displays a gallery of built-in designs used to add a page number in the document. Found on the Insert tab. Picture Displays a dialog box used to insert a graphic at the insertion point. Found on the Insert tab. Picture Border Adds a border to a selected graphic. Found on the Format tab. Picture Effects Adds effects such as bevels and shadows to a selected graphic. Found on the Format tab. Picture Layout Converts a graphic to a SmartArt graphic. Found on the Format tab. Position Displays options for lining up a selected graphic on the page. Found on the Format tab. Remove Background Removes unwanted portions of an image. Found on the Format tab. Reset Picture Removes the formatting from a selected graphic. Found on the Format tab. Screenshot Inserts a screen shot of another open window. Found on the Insert tab. Top of Page Creates a header with a page number. Found in Insert j Page Number. Wrap Text Displays options for wrapping text around an object. Found on the Format tab. Chapter 3 Formatting Documents 103
Review Questions 1. Describe how formatting can affect the usability of a document. 2. How can the margins of a document be changed so the left margin is 2" and the right margin 3"? 3. What is the difference between formatting a paragraph with a 1" left indent using Page Layout j Indent Left and by dragging markers on the ruler? 4. a) Why are paragraphs of text formatted with space after each paragraph? b) How is the space before a paragraph changed? 5. a) Give an example of a document that is typically double spaced. b) How is the formatting of a paragraph changed to double spaced? 6. a) How can you tell where tab stops have been set? b) What default tab stops will automatically be removed when a tab stop is set at 3? c) List the steps required to set a center tab stop at 2.25". 7. What type of data would be best aligned using a decimal tab stop? 8. What type of indent formats the first line of a paragraph farther to the left than the rest of the paragraph? 9. a) List the steps required to format a paragraph with a hanging indent of 0.25". b) Give an example of when a hanging indent is useful. 10. List the steps required to format six paragraphs as a bulleted list of six items. 11. When would a numbered list be used instead of a bulleted list? 12. a) What is a header? b) List three kinds of information that is often included in a header or footer. c) What option is selected to have the header not print on the first page? 13. a) What option is used to position a graphic relative to the text? b) List three sources of graphics. 14. Other than changing margins, what else can affect a document s pagination? 15. a) List two ways to insert a page break. b) How is a page break deleted? 16. a) What are footnotes used for? b) Compare and contrast uses and formatting of footnotes and endnotes. 17. a) What is a template? b) Give an example of when using a template could be helpful. Explain why. 18. Describe the usefulness of being able to save a Word document as an HTML file and as a PDF file. True/False 19. a) Margin settings can change from paragraph to paragraph. b) Indents are often used to set off paragraphs such as a quotation. c) A paragraph in a new document is double spaced by default. d) Default tab stops are located at every inch on the ruler. e) A right tab stop aligns the end of the text at the stop. f) A hanging indent is part of the standard footnote format. g) The steps in a recipe should be formatted as a bulleted list, and the ingredients are best formatted as a numbered list. h) It is possible to have a different header and footer printed on the first page than on the rest of the pages. i) The keywords clip art are appropriate when searching for clip art of musical instruments. j) Cut, Copy, and Paste can be used to create copies of or move a selected graphic. k) Once inserted, page breaks cannot be deleted from a document. l) Footnotes appear at the bottom of the page by default. m) A Web page title is text displayed in the title bar of the Web browser. 104 Chapter 3 Formatting Documents