Enhanced Formatting
and Document
Management
Word2010
Unit3Module3
DioceseofSt.PetersburgOfficeofTraining
[email protected]
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TableofContents
Workshop Objectives ............................................................................................................................. 0 Topic One: Paragraphs ............................................................................................................................. 1 Changing Spacing .................................................................................................................................. 2 Setting the Alignment ............................................................................................................................. 5 Using Indents and Tabs ........................................................................................................................ 6 Topic Two: Working with Styles ............................................................................................................... 8 About Styles ............................................................................................................................................ 9 Applying a Style .................................................................................................................................... 10 Changing the Style Set ........................................................................................................................ 12 Changing the Theme ........................................................................................................................... 14 Changing Theme Elements ................................................................................................................ 14 Change The Theme Colors Or Fonts. ............................................................................................... 15 Topic Three: Headers and Footers........................................................................................................ 16 Adding Headers and Footers ............................................................................................................. 17 Add the header only on the first page ............................................................................................... 18 Formatting Text as Columns .............................................................................................................. 22 Adding a Cover Page ........................................................................................................................... 23 Adding WordArt .................................................................................................................................... 26 Drawing Shapes ................................................................................................................................... 28 Adding a Text Box ................................................................................................................................ 31 Topic Three: Reviewing a Document .................................................................................................... 34 Adding a Comment .............................................................................................................................. 35 Diocese of St. Petersburg
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Reviewing Comments .......................................................................................................................... 36 Tracking Changes ................................................................................................................................ 37 Reviewing Changes ............................................................................................................................. 38 Comparing Documents ........................................................................................................................ 40 Using Sections ...................................................................................................................................... 42 Customizing Page Numbers in Sections .......................................................................................... 43 Using Multiple Page Formats in a Document .................................................................................. 45 Using Different Headers and Footers in a Document ..................................................................... 48 Linking and Breaking Links for Text Boxes ...................................................................................... 49 Sections ................................................................................................................................................. 51 Insert a Section Break ......................................................................................................................... 51 Next page .......................................................................................................................................... 52 Continuous ........................................................................................................................................ 52 Odd page or Even page .................................................................................................................. 52 Formatting a Section ............................................................................................................................ 53 Create and modify page borders ....................................................................................................... 54 Create watermarks ............................................................................................................................... 55 Create custom watermarks ............................................................................................................. 55 Insert a text watermark, ................................................................................................................... 55 DioceseofSt.Petersburg
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Workshop Objectives
Research has consistently demonstrated that when clear goals are associated with learning,
it occurs more easily and rapidly. By the end of this workshop, participants should be able
to:

Examine and compare text formatting 
Apply and create paragraph and character styles 
Use Outline View 
Create and format Sections 
Use Breaks 
Headers and Footers 
Page Numbering 
Columns 
Track Changes 
Review revisions 
Work with comments 
Insert content from other applications 
Apply backgrounds to document Diocese of St. Petersburg
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Topic One:
Paragraphs
Paragraph formatting controls
the look and feel of an entire
paragraph. In this module,
we’ll discuss how to change the
spacing of your text, both the
line spacing and the space in
between paragraphs. We’ll also
address setting the alignment
and using tabs and indents.
We’ll also practice using bullets
and numbering the document
and learn how to add borders
and shading to the text.
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Changing Spacing
The Line Spacing options allow you to change the amount of space between lines in a
paragraph. You can also add extra space before and/or after a paragraph to give your
document a professional look.
Use the following procedure to adjust the line spacing using the Line Spacing tool on the
Ribbon.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to be selected), select the Line and Paragraph spacing tool from the Ribbon. 2. Select one of the following options: 
1.0 – single spacing 
1.15 – provides a little more space than single spacing 
1.50 – One and a half line spacing 
2.0 – double spacing 
2.5 – two and a half line spacing 
3.0 – triple spacing DioceseofSt.Petersburg
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Use the following procedure to add or remove space before or after a paragraph.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to be selected), select the Line and Paragraph spacing tool from the Ribbon. 2. The Paragraph spacing options listed are based on your current settings. You can choose one of the following to add or remove space before or after your paragraph: 
Add Space Before Paragraph 
Remove Space Before Paragraph 
Add Space After Paragraph 
Remove Space After Paragraph The amount added by default is usually 12 points. To add more, you will need to use the
Paragraph dialog box.
Use the following procedure to open the Paragraph dialog box and adjust the line spacing or
paragraph spacing options.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to be selected), select the Line and Paragraph spacing tool from the Ribbon. 2. Select Line Spacing Options to open the Paragraph dialog box. DioceseofSt.Petersburg
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3. You can use the up and down arrows to adjust the paragraph spacing before and after the paragraph. The arrows adjust the points in typographical increments. You can also enter any number in the Before and AFTER fields to adjust the spacing more precisely. 4. The Line Spacing field allows you to select from several line spacing options. If you select AT LEAST, EXACTLY, or MULTIPLE, enter the measurement (points or lines) in the AT field. Setting the Alignment
You can align your text to the left, to the right, or in the center. You can also justify the
text.
Use the following procedure to adjust the alignment for the paragraph.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not
have to be selected), select the desired alignment tool from the Ribbon. You can
also select multiple paragraphs by selecting the text.
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Using Indents and Tabs
Tabs allow you to indent the first line of your paragraph.
There are a few different kinds of indents:

You can indent a whole paragraph. 
You can indent the first line of a paragraph (First indent). 
You can create a hanging indent, such as for bulleted information or Notes. 
You can create mirror indents. You can add a tab at any time by simply placing the cursor in the desired location and
pressing the TAB key. You can create indents using the tools on the Ribbon or by using the
Paragraph dialog box.
Use the following procedure to add a whole paragraph indent.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to be selected), select the Indent tool from the Ribbon. You can also select multiple paragraphs by selecting the text. Use the following procedure for the indent options on the Paragraph dialog box.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to be selected), select the square at the bottom right corner of the Paragraph group on the Ribbon to open the Paragraph dialog box. DioceseofSt.Petersburg
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2. You can use the up and down arrows to adjust the left and/or right Indentation for the paragraph. The arrows adjust the measurement in 1/10 of an inch increments (by default‐ your default measurement can be changed). You can also enter any number in the LEFT and RIGHT fields to adjust the indentation more precisely. 3. The Special field allows you to select a first line only or hanging indent. Enter the measurement for the special indent in the BY field. 4. Check the Mirror indents to have the indent on both the left margin and the right margin by the same amounts. DioceseofSt.Petersburg
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Topic Two:
Working with
Styles
Styles are a powerful formatting
tool to take your Word 2010
document to the next level.
Styles help provide consistency.
They are also useful if you want
to use certain advanced
features like generated tables of
contents. This module
introduces styles and themes to
help make your documents look
great.
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About Styles
Styles are a way of combing all of the font and paragraph formatting you have developed to
reuse it consistently throughout your document. Word includes a number of pre-defined
style names. You can change the formatting properties of these styles as needed.
The Styles group on the Ribbon includes a gallery of styles available in the current
document.
The implications of using styles may not be apparent in shorter documents, but they are a
great time saver for longer documents. They also help ensure that your document is
consistently formatted. Styles also provide an easy way to easily change the look of the
whole document if styles have been applied appropriately.
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Applying a Style
Paragraph styles include all of the different formatting options for paragraphs. You can
quickly apply the same format to different paragraphs by applying a paragraph style.
Character styles include all of the different formatting options for fonts. You can quickly
apply the same format to different characters or words by applying a character style.
You can apply styles by selecting the desired paragraph or character style from the Styles
group on the Ribbon. Or you can use the Apply Styles dialog box for quick style application.
Here is how to use the Style gallery to apply a paragraph or character style.
2. Select the text you want to format, or simply place your cursor in the word or
paragraph you want to format.
3. Open the Style Gallery by clicking the down arrow next to the styles shown in the
Styles group.
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Apply Styles.
4. Open the Apply Styles dialog box by clicking the down arrow next to the styles
shown in the Styles group, and selecting APPLY STYLES from the menu.
5. To apply a style using the Apply Styles dialog box, simply begin typing the name of
the style and press Enter when the desired style is displayed. Or use the drop down
list to select the style.
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Changing the Style Set
Word 2010 includes a number of style sets to automatically provide a polished look to your
document. The Change Styles tool on the Ribbon allows you to select a new Style Set to
quickly change the overall look and feel of your document.
Use the following procedure to change the style set.
1. Select the Change Styles tool from the Ribbon and select Style set to see the options. 2. Select a Style set from the list. DioceseofSt.Petersburg
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Changing the Theme
Themes control the look and feel of your entire document, including the colors, fonts, and
effects.
Used with applying styles, themes are an efficient way
to drastically change the look of your document, making
look more professional and modern.
Use the following procedure to change the theme.
1. Select the Page Layout tab on the Ribbon.
2. Select the Themes tool from the Ribbon to see
the options.
3. Select a Theme from the list.
Changing Theme Elements
You can easily modify your document by controlling the elements of a theme, including the:

Colors – Changes the colors available in the gallery

Fonts – Changes the document fonts for styles

Effects – changes the way some objects look, such as charts, SmartArt
graphics, and shapes
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Change The Theme Colors Or Fonts.
1. Select the PAGE LAYOUT tab on the Ribbon.
2. Select the THEME COLORS tool or the THEME FONTS tool from the Ribbon to see
the options.
3. Select an option from the menu to change the color set or font set for the
document.
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Topic Three:
Headers and
Footers
You’ll learn how to add headers
and footers, how to format text
into columns, how to change
the orientation from portrait to
landscape, and how to add a
page color or border. Finally,
you’ll learn how to use the Page
Setup dialog box.
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Adding Headers and Footers
Word 2010 has a number of built-in header and footer options to help your document look
polished. It also includes a number of tools to help control the headers and footers.
Once you have inserted a header or footer, Word 2010 includes a Header & Footer Tools
Design tab with a number of tools to help create your header and footer.

The Header & Footer group on the Ribbon allow you to insert built-in headers
and footers based on the document theme. It also allows you to insert page
numbers in various positions on the page.

The Insert group on the Ribbon allows you to insert the date and time in various
formats, autotext and other building blocks, a picture file or clip art.

The Navigation group on the Ribbon allows you to easily move from header to
footer, or from one section to another. The Link to Previous tool makes the
current header or footer the same as the previous header or footer.

The Options group on the Ribbon allows you to set up more advanced headers
and footers for documents with a two page spread layout (different odd and
even pages or a different first page). It also controls whether you can see your
document text while headers and footers are open.

The Position group on the Ribbon allows you to modify the margins of the
header or footer.

The Close group on the Ribbon closes the header and footer view and returns to
the normal document view.
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Add the header only on the first page
1. Select the Insert tab from the Ribbon and select the Header tool from the Header & Footer group. 2. Select the Blank option. DioceseofSt.Petersburg
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3. Type the company name. Make sure that the Different First Page option is checked. Below is the Header & Footer Tools Design tab on the Ribbon as well. Use the following procedure to add page numbers to the even pages of the document.
1. Select the Go to Footer tool in the Ribbon. 2. Click the Next tool in the Ribbon to navigation from the First page footer to the Even page footer. 3. Unselect the Link to Previous tool so that the even page footer will be different than the first page footer (where we do not want the page number to appear). The tool is highlighted when it is selected and not highlighted when it is turned off. DioceseofSt.Petersburg
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4. Select the Different Odd & Even Pages tool in the Ribbon. 5. Select the Page Number tool in the Ribbon. Choose the Bottom of Page and Plain
Number 1 options. DioceseofSt.Petersburg
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Formatting Text as Columns
You can easily format your page with a number of multi-column page layouts. The Columns
Tool on the Page Layout Tab of the Ribbon includes several popular options to quickly add
columns. Or you can open the Columns dialog box to set more advanced options for
columns.
Columns tool
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Adding a Cover Page
Word includes several built-in styles to use as cover pages for your document. Inserting a
cover page is just as easy as inserting a picture or some of the other objects we’ve covered
so far.
Use the following procedure to insert a cover page.
1. Select the Insert tab from the Ribbon.
2. Select Cover Page.
1. Select an option from the Cover Page gallery. DioceseofSt.Petersburg
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Word inserts the cover page.
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3. For each of the elements on the page, click on the field and enter the new text. For
example, in the above illustration, when you click anywhere on [Type the
document title], the entire field is selected. Begin typing to enter the Title.
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Adding WordArt
WordArt allows you to quickly use specialized text effects without having to format each
feature individually. You insert a WordArt object, and then you enter your text. The object
can be moved like a picture.
Use the following procedure to create Word Art.
1. Select the Insert tab. 2. Select Word Art. 3. Select the style you want to use. Word adds the WordArt to the top of the current page.
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4. Begin typing your text. You can move the object just like a picture. DioceseofSt.Petersburg
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Drawing Shapes
You can draw shapes to enhance your document, including predefined shapes and freeform
shapes and lines.
Use the following procedure to draw a shape. A Freeform shape is used in this example.
1. Select the Insert tab. 2. Select Shapes. DioceseofSt.Petersburg
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3. Select the shape you want to draw from the gallery. DioceseofSt.Petersburg
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4. Drag the mouse to create the shape. Release the mouse to finish drawing the shape. DioceseofSt.Petersburg
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Adding a Text Box
Text boxes give you the freedom to enter text anywhere on the page, such as for creating
call outs. You simply draw the text box wherever you want it.
Use the following procedure to insert a text box.
1. Place your cursor where you want the text box to appear in the document. Some built‐in styles appear to the left or right. However, all text boxes have an anchor somewhere in the text of the document. 2. Select the Insert tab from the Ribbon. 3. Select Text Box. 4. Select one of the text box gallery objects, or select Draw Text box. DioceseofSt.Petersburg
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Word inserts the text box. If you selected Draw Text Box, draw the text box just like a
shape.
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Anchor symbol
(does not
Text Box
5. Enter your text. DioceseofSt.Petersburg
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Topic Three:
Reviewing a
Document
This topic will explain how to
review a document. You can
add or review comments.
Comments are separate from
the main text of the document.
Track changes, on the other
hand, allows you to make
changes directly to the
document in such a way that
other reviewers can see your
changes. Then you can review
those changes and decide
whether to keep them or not.
Finally, this topic explains how
to compare different
documents.
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Adding a Comment
Comments are a nice feature when you need other people to review your document. A
comment includes the author’s name (as named on the computer they use to make
comments), along with any text the commenter includes about the current paragraph, page,
or selection.
Use the following procedure to add a comment.
1. Place the cursor where you want to mark a comment or highlight the portion of
text on which you want to comment.
2. Select the Review tab from the Ribbon.
3. Select New Comment.
Word opens the Markup area on the right side of the screen and inserts a comment.
1. Enter the comment text.
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Reviewing Comments
Word includes the Markup area on the right side of the screen for documents that include
comments. You can use the tools in the Comments area to quickly go from one comment to
the next. You can delete comments that have been addressed and are no longer needed.
Use the following procedure to review comments.
1. Select the Review tab from the Ribbon.
2. Make sure that either Final: Show Markup or Original: Show Markup are
selected in the Tracking area.
3. Use the Next and Previous tools to move from one comment to the next.
4. Review the comments in the Markup area.
Use the following procedure to delete a comment.
1. Place your cursor anywhere in the selection for the comment you want to delete.
2. Select the Review tab from the Ribbon.
3. Select Delete.
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Tracking Changes
The Track Changes feature in Word allows you to provide documentation for any changes
you have made to a document. The reviewer can then easily see what is different about the
document and decide whether to accept or decline the changes. To track changes, all you
have to do is turn the feature on before you make any edits to the document.
Use the following procedure to track changes.
1. Select the Review tab from the Ribbon.
2. Select Track Changes.
3. Make edits to the document.
Word places a line next to any area with changes. It marks insertions, deletions, moves,
and formatting changes according to the settings in the Change Tracking Options dialog
box.
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Reviewing Changes
The Reviewing pane makes it easy to see what has been changed in a document. You can
see the Reviewing pane horizontally or vertically. The Changes area allows you to Accept or
Reject the current change. You can also move to the next or previous change.
Use the following procedure to open the Reviewing Pane.
1. Select the Review tab from the Ribbon.
2. Select Reviewing Pane.
3. Select the orientation you would like to use for the Reviewing pane.
Word displays the Reviewing Pane. The different authors who have made changes are
highlighted in the colors selected in the Track Changes Options dialog box. When you click
on an item in the Reviewing Pane, Word automatically scrolls to the corresponding location
in the document.
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4. Select Previous or Next to move to another tracked change.
5. Select Accept or Reject to accept or reject the current change.
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Comparing Documents
You can compare any two documents. Word will create a new document which shows any
changes between the two documents in the Reviewing Pane. This feature can also be used
to combined revisions from multiple authors into a single document.
Use the following procedure to compare documents.
1. Select the Review tab from the Ribbon.
2. Select Compare. Select Compare.
Word opens the Compare Documents dialog box to determine which documents to use.
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Under Original Document, select the document considered the original from the drop
down list. If the document is not listed, select the folder icon to navigate to the document
and select Open. To label this document’s changes, enter the label in Label change with
field.
1. Under Revised Document, select the document considered the revised document
from the drop down list. If the document is not listed, select the folder icon to
navigate to the document and select Open. To label this document’s changes,
enter the label in Label change with field.
2. Select More to indicate which Comparison settings you want to mark. You can
check or clear any of the boxes to control which items are compared. You can
select whether to show changes at a character level or a word level. You can show
changes in the Original, the Revised document, or a New document.
3. Select OK to compare the documents.
Word compares the document. Note the Reviewing pane, the Comparison document, the
original document, and the revised document open in different panes.
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Using Sections
To insert a section into a document, use the following procedure.
1. Place the cursor in the location where you want to split the document. The new section
will begin where the cursor is located.
2. Select the Page Layout tab from the Ribbon.
3. Select the type of Section Break from the drop down list.
a. Next Page – select this option to start the section on the next page. You’ll
need this one if you want to use the section to create different page layouts
within the document.
b. Continuous – select this option to start the section immediately. You might
use this one if you want to include different column layouts within the same
page.
c. Even Page – select this option if you are using a two-page layout and you
want the next section to start on an even page. A blank page will be inserted if
necessary.
d. Odd Page – select this option if you are using a two-page layout and you want
the next section to start on an add page. A blank page will be inserted if
necessary.
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Customizing Page Numbers in Sections
To create custom page numbers, use the following procedure.
1. Double-click in the footer area of the first section to open the Header & Footer
Tools Design tab on the Ribbon.
2. If the Link to Previous option is active (in the Navigation group), select it to turn
it off. Customized page numbers do not work if the sections are linked.
3. Enter the page number in the desired location by selecting Page Number and
select the desired option from the drop down list.
1. Select Format Page Numbers from the Page Number drop down list to open the
Page Number Format dialog box.
2. Select the Number Format from the drop down list.
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1. Select Start at and enter the starting page number for
this section.
2. Select OK.
3. Make sure there is a section break at the end of the
current section. Move to the next section’s footer. If the
Link to Previous option is active (in the Navigation
group), select it to turn it off. You may need to unlink each
section separately.
4. Select Format Page Numbers from the Page Number drop down list to open the
Page Number Format dialog box for this section.
5. Choose the Number format and the Page numbering start location for this and
select OK to apply the formatting to this section’s page numbering.
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Using Multiple Page Formats in a Document
To add a landscape section to a document that is portrait oriented, use the following
procedure.
1. Create a section break at the end of the document.
a. Select the Page Layout tab on the Ribbon.
b. Select Breaks.
c. Select Next Page.
2.
Making sure that the cursor is located AFTER the section
break; open the Page Layout dialog box by selecting the small square in
the Page Setup group of the Page Layout tab on the Ribbon.
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3.
1. On the Margins tab, select Landscape as the
orientation.
2. In the Apply To list at the bottom, make sure that
This Section is selected from the drop down list.
3. Select OK.
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The new section has a different page orientation.
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Using Different Headers and Footers in a Document
To use different headers and footers using sections, use the following procedure.
4. Double-click in the header area of the first section to open the Header & Footer
Tools Design tab on the Ribbon.
5. In this example, the Title Page should not have headers or footers, so we’ll check
the Different First Page box. Select Go to Footer and check the Different First
Page box for it.
6. If the Link to Previous option is active (in the Navigation group), select it to turn
it off. The Link to Previous option makes the active header or footer the same as
the previous section’s header or footer. You’ll need to unlink headers and footers
separately.
7. Make sure there is a section break at the end of the current section. Move to the
next section’s header or footer. If the Link to Previous option is active (in the
Navigation group), select it to turn it off. You may need to unlink each section
separately.
8. Enter the header and/or footer information that is different from the previous
section.
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Linking and Breaking Links for Text Boxes
To link text boxes, use the following procedure.
1. In the sample document, scroll to the text box on page two.
2. Select the text box by clicking on it.
3. Select the Text Box Tools Format tab on the Ribbon.
4. Select Create Link.
Notice how the cursor changes to a pitcher. This indicates that you are creating a text box
link, and there is text to flow to an empty text box.
1. Click on the empty text box where you want the text to flow. Notice how the cursor changes to a pouring pitcher when you mouse over an empty text box. 2. The text boxes are now linked. Extra text from the first text box flows into the second text box. DioceseofSt.Petersburg
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To break a link, return to the first text box. When you select the text box, the Break Link
option becomes available.
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Sections
You can use sections (section: A portion of a document in which you set certain page
formatting options. You create a new section when you want to change such properties as
line numbering, number of columns, or headers and footers.) to vary the layout of a
document within a page or between pages.
Section formatted as a single column
Section formatted as two columns
Just insert section breaks to divide the document into sections, and then format each
section the way you want. For example, format a section as a single column for the
introduction of a report, and then format the following section as two columns for the
report’s body text.
Insert a Section Break
1. Select Page Layout on the ribbon
2. Select Breaks from the group
3. Choose the type of break.
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Format first page differently than other
pages
The following examples show the types of
section breaks you can insert. (In each
illustration, the double dotted line represents a
section break.)
Next page inserts a section break and starts
the new section on the next page.
Continuous inserts a section break and starts
the new section on the same page.
Odd page or Even page
inserts a section break and starts the new
section on the next odd-numbered or evennumbered page.
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Formatting a Section
You can change the following section formats:

Margins

Paper size or orientation

Paper source for a printer

Page borders

Vertical alignment (alignment: The consistent positioning of text, graphics, and
other objects. Types of alignment include left, right, and justified.)

Headers and footers (header and footer: A header, which can consist of text or
graphics, appears at the top of every page in a section. A footer appears at the
bottom of every page. Headers and footers often contain page numbers, chapter
titles, dates, and author names.)

Columns

Page numbering

Line numbering

Footnotes and endnotes
A section break controls the section formatting of the text that precedes it. For example, if
you delete a section break, the preceding text becomes part of the following section and
assumes its section formatting.
Note that the last paragraph mark (paragraph mark: The nonprinting symbol that Microsoft
Word inserts when you press ENTER to end a paragraph. The paragraph mark stores the
formatting you apply to the paragraph.) in the document controls the section formatting of
the last section in the document — or of the entire document if it doesn’t contain sections.
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Create and modify page borders
1. On the Page Layout menu, Select Page Background, and then click the
Page Border.
2. To specify an
artistic border, such
as trees, select an
option in the Art box.
3. Click one of the border options under Settings.
4.
To specify that the
border appears on a
particular side of a page,
such as only at the top,
click Custom under
Setting. Under
Preview, click where
you want the border to
appear.
5. To specify a particular
page or section for the
border to appear in, click
the option you want
under Apply to.
6. To specify the exact position of the border on the page, click Options, and
then select the options you want.
NOTE
You can see page borders on your screen by viewing your document in print
layout view.
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Create watermarks
The watermark commands are available only in normal, print layout, and outline views.
1. On the Page
Layout menu,
Select Page
Background
group,
2. Click the Watermark.
Create custom watermarks
1. On the Page Layout menu, Select
Page Background group,
2. Click the Custom Watermark.
3. To insert a picture as a watermark, click Picture
Watermark, and then click Select Picture. Select
the picture you want, and then click Insert.
Insert a text
watermark,
1. click Text
Watermark, and
then select or
enter the text
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2.
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