Unit D Lecture Notes—Word 2003
Objectives:
In this project you will learn:
y Set document margins
y Divide a document into sections
y Insert page breaks
y Insert page numbers
y Add headers and footers
y Edit headers and footers
y Format columns
y Insert a table
y Insert WordArt
y Insert clip art
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED. THE
FILE YOU WILL NEED FOR THIS SECTION IS WD D-1.doc
Unit Overview
In Unit D, you will learn to divide a document into sections and to format documents and
sections with page layout options. You will learn how to insert page breaks, change margins,
create and modify headers and footers; add page numbers to a document, and format text
in columns. You will also learn how to illustrate a document with tables, WordArt, and clip
art. and indents, to apply bullets and numbering to a list, and to add borders and shading to
paragraphs.
Again, before starting Unit D, review that there are three broad types of formatting
in Word:
y
Character formatting is applied to individual characters or a string of words.
Character formatting includes fonts, font styles, font effects, character spacing,
and so forth (settings you can apply using the Font dialog box.)
y
Paragraph Formatting is applied to one paragraph or several paragraphs. Paragraph
formatting includes alignment (right, left, center, justified), tabs, indents, line
spacing, paragraph spacing, bullets, numbering, borders, shading, and other
paragraph settings. Remember that any string of text that ends with a
paragraph mark is considered a paragraph.
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y
Page or Section formatting affects the layout of a physical page and can be applied
to a whole document or to parts of a document that are separated by section
breaks. Margins, page orientation, columns, and headers and footers are examples of
page or section formatting.
Setting Document Margins—Word D-2 & D-3
The Page Setup dialog box is located under the File menu. To change margins for your
document you would utilize the Margins tab in the Page Setup dialog box. This tab is used to
change margin settings, gutter margins, change the page orientation, and create mirror
margins. Review Figure D-1 on page Word D-3. In addition to using the File menu, you can
access the Page Setup dialog box from the Reveal Formatting task pane. See sample below.
The Reveal Formatting task pane organizes
formatting according to three types Font,
Paragraph, and Section. If you expand the
Section menu, you will see Margins, Layout,
and Paper. By clicking on the Margins link it
will take you directly to the Page Setup
dialog box, margins tab.
The task pane is also a good way to check
your margins for your document or
different sections within your document.
TIP: To move around in a dialog box and to see the new settings in the Preview box, press
Tab. Press Shift + Tab to move to the previous margin text box. You can also click your left
mouse button or hold down the ALT key while pressing the underlined letter in the dialog
box. For example, ALT + R would take you directly to the Right margin text box.
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Gutter and Mirror Margins—If your document is going to be bound—put together like a
book, with printing on both sides of the paper—you’ll want to use mirror margins and gutter
margins.
Mirror margins are inside and outside margins on facing pages that mirror one another.
Gutter margins add extra space to the inside margins to allow for binding. Gutter margins
can only be added on the top or left of a document.
On the margins tab, you can change the orientation of a document from Portrait to
Landscape. By default, documents are created using portrait orientation. The paper tab in
the Page Setup dialog box is used to change the size of the paper used in a document. For
example, documents can be Legal size (8 ½” x 14”), A4 paper size (8.27” x 11.69”), or even
envelope size.
READ--Clues to Use
Changing orientation, margin settings, and paper size
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
Dividing a Document into Sections—Word D-4 & D-5
Formatting a document into sections allows you to vary the layout of a document within a
page or between pages. Students can apply the following formats to a section:
9
9
9
9
9
9
9
9
9
9
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Margins
Orientation
Paper size
Paper source for a printer
Page borders
Vertical alignment
Headers and footers
Columns
Page numbering
Line numbering
Footnotes and endnotes
Review the table on page Word D-4 to see the different types of section breaks available.
NOTE: The formatting applied to a section is stored in the section break. If you delete a
section break, you also delete the formatting for the text above the section break. For
example, if you have a two section document and you delete the section break at the end of
section 1, the document becomes one section with the formatting of the previous section 2.
NOTE: When working with sections, your status bar will become very important. The status
bar shows the section number as well as the page number information.
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READ--Clues to Use
Changing page layout settings for a selection
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
Inserting Page Breaks—Word D-6 & D-7
NOTE: Learning to control pagination is important: without any control in a long document,
text will flow inappropriately from the bottom of one page to the top of another. For
example, if a long document contains short chapters, each chapter might need to begin on
its own page. Pagination can vary depending on printer drivers. Therefore, page breaks might
occur in different places when printing actually takes place.
Remember you cannot delete a soft page break, but you can delete a hard page break by
clicking the page break and pressing BACKSPACE or DELETE.
Controlling Line and Page Breaks
There are times when using manual page and section breaks are not necessary.
To control the way Word breaks paragraphs, choose one of four line- and page-break
options from the Paragraph dialog box:
Widow/Orphan control
A widow is the last line of a paragraph and appears by itself at the top of a page. An orphan
is the first line of a paragraph and appears at the bottom of a page. By default, this option
is turned on to prevent widows and orphans. Word moves an orphan forward to the next
page and moves a widow back to the previous page.
Keep lines together
This option keeps all lines of a paragraph together on the same page rather than splitting
the paragraphs between two pages.
Keep with next
If two paragraphs need to appear on the same page no matter where page breaks occur, use
this option. The option is most commonly applied to titles that should not be separated from
the first paragraph following the title.
Page break before
Use this option to place a paragraph at the top of a new page.
To apply these features, choose Paragraph from the Format menu to open the Paragraph
dialog box and click the Line and Page Breaks tab. See figure below.
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Widow/Orphan control is
on by default. You should
never turn this off even
when applying another
option.
When you apply the Keep with next, Page break before, or Keep lines together option to a
paragraph, Word displays a small black nonprinting square to the left of the paragraph (if
the Show/Hide button is turned on). You may have noticed this nonprinting character
before when working in a document and not known why it was there. Sometimes these
options have been applied in a Style.
See example in figures below.
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Here is an example of a heading being
split up from the paragraph following.
Scroll down to see what it looks like
after applying a Line and Page break
option.
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Here’s what the document looks
like after applying Keep with next.
Notice the small black square
(nonprinting character) to the left
of Sylvia.
TIP: You can click the Line and Page Breaks link in the task pane to open the Paragraph
dialog box, Line and Page Break tab, if you want to adjust the formatting.
READ--Clues to Use
Vertically aligning text on a page
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
Inserting Page Numbers—Word D-8 & D-9
9
Page numbers do not appear on a printed document unless you specify that they do.
The simplest way to add page numbers is to choose Page Numbers from the Insert
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9
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menu and work with the Page Numbers dialog box. You can see page numbers only in
Print Preview, Print Layout view, or on the printed page. You will not see them in
Normal view.
Page numbers are inserted as fields in the document header or footer. A field is an
instructional code that serves as a placeholder for information that changes. When
you insert a page number field in a header or footer, the correct page number
appears.
When you insert a page number it is automatically added to the header or footer.
Text in a header or footer area is dimmed when the document is viewed in Print
Layout view.
READ--Clues to Use
Inserting the date and time
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
Adding Headers and Footers—Word D-10 & D-11
You should be aware of the following:
9 Header text appears at the top of every page in a document and footer text
appears at the bottom of every page.
9
To open headers and footers, either click Header and Footer on the View menu or
double-click a header or footer area in the document. To enter text in a header or
footer area, simply place the insertion point in the header or footer and begin
typing. To move the insertion point between headers and footers, click the Switch
Between Header and Footer button on the Header and Footer toolbar.
9
Text in a header or footer area can be formatted just as text in any part of the
document.
9
The tab stops displayed on the horizontal ruler for the header and footer areas can
be used to align text in headers and footers. By default, a center and right tab stop
appear, but the default tab stops correspond to the default margin settings, even if
the document margins have changed. If you change the margins in a document, you
also need to change the tab stops in the header and footer areas too, so that
header and footer text aligns with the document text. Remember to move tabs, just
click and drag to new location on the ruler.
9
Document text is dimmed when headers and footers are open; header and footer
text is dimmed when headers and footers are closed.
9
Review the Table D-3 on page Word D-11 to see the buttons on the Header/Footer
toolbar. The following notes will explain the Link to Previous button in more detail.
Instead of using the vertical scroll bar to check headers and footers, I recommend
getting in the habit of using the Show Previous and Show Next buttons. These are
very helpful when working with headers and footers in sections.
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There are 3 ways to change the position of a header or footer:
9 Adjust the horizontal position of text in headers and footers: To center header or
footer text or to align it with the left or right document margin, select the text and
then use the alignment buttons on the Formatting toolbar. You can also align text
with tabs in the header and footer areas.
9
Adjust the vertical position of text in headers and footers: To change the distance
between the top of the header and top edge of the page, drag the top margin
boundary for the header on the vertical ruler. To change the distance between the
bottom of the footer and the bottom edge of the page, drag the bottom margin
boundary for the footer on the vertical ruler. You can also change the vertical
position of a header or footer by changing the From edge settings on the Layout tab
in the Page Setup dialog box.
9
Adjust the distance between the document text and the header and footer: To
change the amount of space that appears between the document text and the
bottom of a header, drag the bottom margin boundary for the header on the
vertical ruler. To change the amount of space that appears between the document
text and top of a footer, drag the top margin boundary for the footer on the
vertical ruler.
NOTE: Changing the position of a header or footer does not affect the document margins.
Editing Headers and Footers—Word D-12 & D-13
You should understand the following about headers and footers:
9 You can create headers and footers for specific pages in a document. For example,
you can choose not to display a header and footer on the first page of the document
or you can create different headers and footers for facing pages.
9
The Show Previous, Show Next, and Switch Between Header and Footer buttons on
the Header and Footer toolbar are used to navigate between the various header and
footer areas in a document.
9
Two facing pages in a multiple page document can appear with different headers and
footers on each page. For example, on the left page, the header and footer text can
appear aligned with the left margin. On the right page, the header and footer text
can appear aligned with the right margin.
Additional Header/Footer Information:
Adding Headers and Footers within Sections
Section breaks have an impact on page numbers, headers, and footers. For example,
you can number each section differently or add different headers and footers.
When you add page numbers to a document, it’s best to add the page numbers first,
and then add the section breaks. Otherwise, you have to apply page numbering to each
individual section.
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Steps for Creating Headers and Footers for Different Sections:
1.
Divide the document into sections and create a header and footer for the document.
You should realize that unless you create headers and footers for different
sections, the information you enter in any header or footer area will appear on every
page of the document.
2. Place the insertion point in the header or footer area for the section you want to
change. You should see the words “Same as Previous” appear in the upper right
corner of the header or footer area for the second and subsequent sections of a
document (unless you have already created different headers and footers for
different sections).
3. Click the Same as Previous button on the header and footer toolbar to break the
link between the header and footer in the current section and the previous section.
You will no longer see “Same as Previous” appear in the upper-right corner.
4. Finally, create the new header and footer for the section (either edit the existing
header or footer, or delete it and enter new information). Realize that the header
and footer you create will appear on every page that follows, unless you create a
different header and footer for each section of the document.
Linking Section Headers and Footers
By default, the Link to Previous button is “on” when you work in a header or footer pane. As
a result, the text you originally enter in the header (and the footer) for the document is
the same from section to section. Any change you make in one section header or footer is
reflected in all other sections. You can use the Link to Previous button to break the link
between header/footer text from one section to another section and enter different
header or footer text for a section.
NOTE: Breaking the link for the header does not break the link for the footer. You must
unlink them separately.
Additional Information about inserting symbols and special characters:
9 You can choose from a wide variety of symbol characters in the Symbol dialog box,
such as arrows, mathematical symbols, and even icons.
9
You can use the Font list arrow and the Subset list arrow in the Symbol dialog box
to rapidly scroll the list of fonts. You can also use the scroll bars in the Symbol
dialog box to scroll the list of available fonts. The symbols displayed in Figure D-12
on page Word D-13 are those found in the (normal text) font.
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You can modify a symbol just as you would any text. For example, you can apply a
font color to a symbol, or increase its size by increasing the font size.
9
The Special Characters tab in the Symbol dialog box includes special characters
such as an em dash, ellipsis, copyright symbol, and opening and closing single and
double quotation marks.
Creating Continuation Page Headers
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It’s customary to use a header on the second page of a business letter or memo. A
continuation page header for a letter or memo is typically a three-line block of text that
includes the addressee’s name, the page number, and the date. There are three rules for
letters and memos with continuation page headers:
9 Page 1 must have a 2 inch top margin.
9 Continuation pages must have a 1 inch top margin.
9 Two blank lines must appear between the header and the continuation page text.
The easiest way to create a continuation page header using the proper business format is to
apply these settings to your document:
9 Top margin: 2 inches
9 Header position: 1 inch from edge of the page
9 Page Setup Layout for Headers and Footers: Different First Page
9 Additional spacing: Add two blank lines to the end of the header
By default, headers and footers are positioned 0.5 inch from the top or bottom edge of the
page. When you change the position of a continuation page header to 1 inch, the continuation
page appears to have a 1-inch top margin, beginning with the header text. The document
text begins at the page’s 2-inch margin, and the two additional blank lines in the
continuation header ensure correct spacing between the header and the document text.
See the sample below for what the continuation page header should look like. (Remember
this is page 2, the header pane on the first page should be empty.)
The continuation page header should include the following information:
Addressee’s Name
Page #
Date
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When inserting page numbers always
use the insert page number button
on the header/footer toolbar so
page number will automatically
change. If you key the number 2, 2
will print on all pages.
Notice 2 blank lines
following date
The Page setup button on the
header/footer toolbar allows you to
say different first page for the
header.
To create alternate headers or footers in a document, you use the Different odd and even
check box in the Page Setup dialog box, and then create a header or footer for both even
and odd pages.
READ--Clues to Use
Inserting and creating AutoText entries
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
Formatting Columns—Word D14 & D-15
There are two ways to create multiple-column layouts:
9 Use the Columns button on the Standard toolbar.
9 Use the Columns dialog box. (Format menu)
You should understand the following about formatting text in columns:
9
Text in columns flows from the bottom of one column to the top of the next column.
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9
One way to control the flow of text in columns is to balance the columns. You can
balance columns by inserting a continuous section break at the end of the last
column in a section.
9
Another way to control the flow of text in columns is to insert a column break. A
column break forces the text after the break to the top of the next column.
9
A third way to control the flow of text in columns is to adjust the hyphenation
settings. This is especially important when columns of text are narrow. The Clues to
Use on page Word D-14 of the text describes how to modify the hyphenation zone.
A narrow hyphenation zone will result in a greater number of hyphenated words. Be
aware that too many hyphenated words in a document can make it difficult to read.
Before Continuing…Take a few minutes to review the different ways to control the flow of
text in a document (that is, the amount of text that fits on a page). Page formatting options
include:
9
9
9
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Changing the margins
Formatting text in columns, including changing the width and spacing of columns and
changing the alignment of text in columns
Hyphenating a document, including adjusting the hyphenation zone
Inserting page breaks
You can also change the amount of text that fits on a page by:
9 Changing the font or font size of text
9 Changing line spacing
9 Changing the amount of space between paragraphs
9 Apply one of the Line and Page Break options (Paragraph dialog box)
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
Inserting a Table—Word D-16 & D-17
Make sure you are familiar with the different parts of a table: cell, row, column, header
row, and border. Turn on your show/hide codes so you can identify the end of cell marks and
end of row marks. This unit only covers one way of inserting a table. We will review several
other ways in Unit E. In addition, we will cover ways to select items in a table and how to
add or remove rows and columns.
READ--Clues to Use
Moving around in a long document
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
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Inserting WordArt—Word D-18 & D-19
Below is a description of the different buttons on the WordArt toolbar:
9 The WordArt Gallery button is used to change the WordArt style applied to an
object.
9
The Format WordArt button opens the Format WordArt dialog box, which is used
to change the fill color, fill effects (gradient, texture, or pattern), and line color of
a WordArt object. It is also used to size and position a WordArt object and to wrap
text around WordArt.
9
The WordArt shape button is used to change the shape of the WordArt object.
9
The Text Wrapping button is used to change the text wrapping style applied to a
WordArt object.
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The WordArt Same Letter Heights button is used to make all the letters in a
WordArt object the same height. It is a toggle button.
9
The WordArt Vertical Text button is used to change the text direction of a
WordArt object from horizontal to vertical and vice versa. It is a toggle button.
9
The WordArt Alignment button is used to change the alignment of a WordArt
object.
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The WordArt Character Spacing button is used to change the amount of space
between the characters of a WordArt object, and thus to determine the thickness
of the characters.
NOTE: The best way to become familiar with WordArt is to create a sample WordArt
object and experiment with changing and formatting the WordArt object by using the
buttons on the toolbar. Always remember to use your Undo button if you want to undo a
change in formatting. I encourage you to experiment on a blank document.
EACH SECTION BELOW CORRESPONDS TO THE SECTIONS IN THE TEXTBOOK
(See page numbers). FIRST, READ THESE NOTES. SECOND, GO BACK TO THE
TEXTBOOK AND WORK THROUGH THE PROBLEM ON THE PAGES INDICATED.
Inserting Clip Art—Word D-20 & Word D-21
Review the Clip Art task pane (Figure D-22) on page Word D-21. When searching for clip art
with an active Internet connection you will return more results.
Two key concepts to remember when working with clip art—inline and floating graphics.
When a graphic is first inserted a document it is an inline graphic, part of the line of text in
which it was inserted. An inline graphic can be moved in the same way text can be moved.
Once you apply a text wrapping style to a graphic it becomes a floating graphic. A floating
graphic can be moved anywhere on a page, independently of text.
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It sometimes takes practice using the mouse to drag a sizing handle to resize a graphic, and
to practice dragging a graphic to a new location. The dotted line that appears when you move
a graphic represents the outline of a graphic.
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