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Microsoft Office 2010 for Medical Professionals Word 2010 Unit E: Formatting Documents.

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Presentation on theme: "Microsoft Office 2010 for Medical Professionals Word 2010 Unit E: Formatting Documents."— Presentation transcript:

1 Microsoft Office 2010 for Medical Professionals Word 2010 Unit E: Formatting Documents

2 Objectives Set document marginsSet document margins Create sections and columnsCreate sections and columns Insert page breaksInsert page breaks Insert page numbersInsert page numbers Add headers and footersAdd headers and footers Microsoft Office Word 2010 for Medical Professionals 2

3 Objectives (continued) Insert a tableInsert a table Add footnotes and endnotesAdd footnotes and endnotes Insert citationsInsert citations Manage sources and create a bibliographyManage sources and create a bibliography Microsoft Office Word 2010 for Medical Professionals 3

4 Setting Document Margins Document margins are the blank areas between the edge of the text and the edge of the pageDocument margins are the blank areas between the edge of the text and the edge of the page Default margins are 1″ at the top, bottom, left, and right sides of the pageDefault margins are 1″ at the top, bottom, left, and right sides of the page Adjust document margins using the Margins command on the Page Layout tab or using the rulerAdjust document margins using the Margins command on the Page Layout tab or using the ruler 4 4 Microsoft Office Word 2010 for Medical Professionals

5 Setting Document Margins (continued) Use the Margins button on the Page Layout tab to select a predefined margins or create custom marginsUse the Margins button on the Page Layout tab to select a predefined margins or create custom margins Change page orientation from the Page Setup dialog boxChange page orientation from the Page Setup dialog box Portrait orientation means the page is taller than it is widePortrait orientation means the page is taller than it is wide Landscape orientation means the page is wider than it is tallLandscape orientation means the page is wider than it is tall 5 5 Microsoft Office Word 2010 for Medical Professionals

6 Setting Document Margins (continued) Changing orientation, margin settings, and paper sizeChanging orientation, margin settings, and paper size Mirror margins are used in documents with facing pages, such as magazinesMirror margins are used in documents with facing pages, such as magazines Inside and outside margins are a mirror image of each otherInside and outside margins are a mirror image of each other A gutter margin is used in documents that are bound, such as booksA gutter margin is used in documents that are bound, such as books A gutter adds extra space to the top, left, or inside margin to allow for the bindingA gutter adds extra space to the top, left, or inside margin to allow for the binding Set mirror margins and a gutter on the Margins tab of the Page Setup dialog boxSet mirror margins and a gutter on the Margins tab of the Page Setup dialog box 6 6 Microsoft Office Word 2010 for Medical Professionals

7 Setting Document Margins (continued) 7 7 Microsoft Office Word 2010 for Medical Professionals Gutter Position Default margin settings Set mirror margins and other page layout options Preview margin settings Set gutter margin Select page orientation Choose where to apply changes

8 Setting Document Margins (continued) 8 8 Ruler shows location of top margin Ruler shows location of left margin Number of pages in document Microsoft Office Word 2010 for Medical Professionals Active page Ruler shows location of right margin Document margins are more narrow than the default margins

9 Creating Sections and Columns A section is a portion of a document that is separated from the rest of the document by section breaksA section is a portion of a document that is separated from the rest of the document by section breaks Section breaks are formatting marks that shows the end of a sectionSection breaks are formatting marks that shows the end of a section Each section may be formatted with different page layout settings such as columns, margins, page orientation, and headers/footersEach section may be formatted with different page layout settings such as columns, margins, page orientation, and headers/footers The default format is a single sectionThe default format is a single section A document may have an unlimited number of sectionsA document may have an unlimited number of sections 9 9 Microsoft Office Word 2010 for Medical Professionals

10 Creating Sections and Columns (continued) Insert a section break using the Breaks button in the Page Setup group on the Page Layout tabInsert a section break using the Breaks button in the Page Setup group on the Page Layout tab Choose continuous as the break type to create a new section on the current pageChoose continuous as the break type to create a new section on the current page Create columns in a section using the Columns button in the Page Setup groupCreate columns in a section using the Columns button in the Page Setup group 10 Microsoft Office Word 2010 for Medical Professionals

11 Creating Sections and Columns (continued) Types of section breaks:Types of section breaks: Next page – begins a new section and moves the text following the break to the next pageNext page – begins a new section and moves the text following the break to the next page Continuous – begins a new section on the same pageContinuous – begins a new section on the same page Even page – begins a new section and moves the text following the break to the top of the next even-numbered pageEven page – begins a new section and moves the text following the break to the top of the next even-numbered page Odd page - begins a new section and moves the text following the break to the top of the next odd-numbered pageOdd page - begins a new section and moves the text following the break to the top of the next odd-numbered page 11 Microsoft Office Word 2010 for Medical Professionals

12 Creating Sections and Columns (continued) 12 Preset column formats Create a visible line between columns Create columns of equal width Click the Columns button in the Page Setup group to format text into columnsClick the Columns button in the Page Setup group to format text into columns Microsoft Office Word 2010 for Medical Professionals Choose portion of document to apply settings Change the number of columns Set space between columns Preview current settings Customize column widths and spacing

13 Creating Sections and Columns (continued) 13 Section 1 is formatted in one column Continuous section break Active section Microsoft Office Word 2010 for Medical Professionals Insertion point in section 2 Section 2 is formatted in two columns Number of pages Two columns created in section 2

14 Creating Sections and Columns (continued) Changing page layout settings for a sectionChanging page layout settings for a section Each section in a document can have different page layout settingsEach section in a document can have different page layout settings Margins, page orientation, paper size, headers and footers, page numbering, vertical alignment, etc.Margins, page orientation, paper size, headers and footers, page numbering, vertical alignment, etc. Insert a section break before the element of the page to be changed (such as a table)Insert a section break before the element of the page to be changed (such as a table) Apply changes to the current section by choosing This section in the Apply to list box in the Page Setup or Columns dialog boxApply changes to the current section by choosing This section in the Apply to list box in the Page Setup or Columns dialog box 14 Microsoft Office Word 2010 for Medical Professionals

15 Inserting Page Breaks As you type, an automatic (soft) page break is automatically inserted when you reach the bottom of a pageAs you type, an automatic (soft) page break is automatically inserted when you reach the bottom of a page Text flows to the next pageText flows to the next page You can force text onto the next page by inserting a manual (hard) page breakYou can force text onto the next page by inserting a manual (hard) page break Use the Breaks button in the Page Setup group on the Page Layout tab to insert a page break, orUse the Breaks button in the Page Setup group on the Page Layout tab to insert a page break, or Press [Ctrl][Enter]Press [Ctrl][Enter] Insert column breaks to force text to the top of the next columnInsert column breaks to force text to the top of the next column 15 Microsoft Office Word 2010 for Medical Professionals

16 Inserting Page Breaks Delete a page break by double clicking on the page break to select it, then press [Delete]Delete a page break by double clicking on the page break to select it, then press [Delete] Paragraph marks should be turned onParagraph marks should be turned on Balance uneven columns by inserting a continuous page break at the end of the last column on the pageBalance uneven columns by inserting a continuous page break at the end of the last column on the page 16 Microsoft Office Word 2010 for Medical Professionals

17 Inserting Page Breaks (continued) 17 Text forced onto next page by Page Break Manual Page Break Microsoft Office Word 2010 for Medical Professionals Insertion point on Page 2

18 Inserting Page Breaks (continued) 18 Manual Page Break Microsoft Office Word 2010 for Medical Professionals

19 Inserting Page Breaks (continued) Pagination settings control where Word inserts automatic page breaksPagination settings control where Word inserts automatic page breaks Change pagination settings from the Paragraph group on the Page Layout tab using the Line and Breaks tab in the Paragraph dialog boxChange pagination settings from the Paragraph group on the Page Layout tab using the Line and Breaks tab in the Paragraph dialog box Pagination settings include:Pagination settings include: Keep with next setting – keeps paragraphs on the same pageKeep with next setting – keeps paragraphs on the same page Keep lines together setting – keeps lines togetherKeep lines together setting – keeps lines together Page break before setting –selected paragraph will follow an automatic page breakPage break before setting –selected paragraph will follow an automatic page break Widow/Orphan control setting turned off or on (the default is on)Widow/Orphan control setting turned off or on (the default is on) 19 Microsoft Office Word 2010 for Medical Professionals

20 Inserting Page Numbers Automatically number the pages of a document by inserting a page number fieldAutomatically number the pages of a document by inserting a page number field A field is a code that serves as a placeholder for data that changes in a documentA field is a code that serves as a placeholder for data that changes in a document Examples: page numbers, the current dateExamples: page numbers, the current date Click the Page Number button in the Header & Footer group on the Insert tab to insert a page number fieldClick the Page Number button in the Header & Footer group on the Insert tab to insert a page number field Select a location, such as bottom of pageSelect a location, such as bottom of page Select a preformatted page number and alignmentSelect a preformatted page number and alignment 20 Microsoft Office Word 2010 for Medical Professionals

21 Inserting Page Numbers Click the Page Number button in the Header & Footer group on the Insert tab to insert a page number fieldClick the Page Number button in the Header & Footer group on the Insert tab to insert a page number field Select a location: top of page, bottom of page, margins, current positionSelect a location: top of page, bottom of page, margins, current position Select preset options from the gallerySelect preset options from the gallery Select a preformatted page number and alignmentSelect a preformatted page number and alignment Change page number formatting using the Page Format dialog boxChange page number formatting using the Page Format dialog box Remove page numbers using the Page Number button in the Header/Footer group on the Page Layout tabRemove page numbers using the Page Number button in the Header/Footer group on the Page Layout tab 21 Microsoft Office Word 2010 for Medical Professionals

22 Inserting Page Numbers (continued) Page number fields are inserted in a document header or footerPage number fields are inserted in a document header or footer 22 Page number position Choose a preformatted page numbering option Microsoft Office Word 2010 for Medical Professionals Scroll to view reformatted page numbering options

23 Inserting Page Numbers (continued) Page number fields are inserted in a document header or footerPage number fields are inserted in a document header or footer 23 Current page indicator Document text (dimmed when the Footer area is open) Microsoft Office Word 2010 for Medical Professionals Page number field in Footer area

24 Inserting Page Numbers (continued) Moving around in a long documentMoving around in a long document Scroll using the scroll barsScroll using the scroll bars Browse by Object button located below the vertical scroll bar arrowsBrowse by Object button located below the vertical scroll bar arrows Select object to browse by from the palette of object typesSelect object to browse by from the palette of object types Object types include pages, tables, endnotes, footnotes, comments, headings, and graphicsObject types include pages, tables, endnotes, footnotes, comments, headings, and graphics 24 Microsoft Office Word 2010 for Medical Professionals

25 Inserting Page Numbers (continued) Insert Quick PartsInsert Quick Parts Use the Quick Parts feature to insert reusable content into a document quicklyUse the Quick Parts feature to insert reusable content into a document quickly Insert fields for content such as current date or total number of pages in a document, document property information, and building blocks (customized content)Insert fields for content such as current date or total number of pages in a document, document property information, and building blocks (customized content) Insert a Quick Part at the insertion point using the Quick Parts button in the Text group on the Insert tabInsert a Quick Part at the insertion point using the Quick Parts button in the Text group on the Insert tab Insert a Quick Part into a header or footer using the Quick Parts button in the Insert group on the Headers & Footers Design tabInsert a Quick Part into a header or footer using the Quick Parts button in the Insert group on the Headers & Footers Design tab 25 Microsoft Office Word 2010 for Medical Professionals

26 Adding Headers and Footers Information included in a header or footer appear on every page of a documentInformation included in a header or footer appear on every page of a document A header is text or graphics that appears at the top of every page of a documentA header is text or graphics that appears at the top of every page of a document A footer is text or graphics that appears at the bottom of every page of a documentA footer is text or graphics that appears at the bottom of every page of a document Headers and footers often contain information such as title of the publication or chapter, author name, and page numberHeaders and footers often contain information such as title of the publication or chapter, author name, and page number 26 Microsoft Office Word 2010 for Medical Professionals

27 Adding Headers and Footers (continued) Insert a header or footerInsert a header or footer Double click on the top or bottom margin to open the Header/Footer areasDouble click on the top or bottom margin to open the Header/Footer areas Use the Header or Footer buttons in the Headers & Footers group on the Insert tabUse the Header or Footer buttons in the Headers & Footers group on the Insert tab Headers and footers apply to every page in a document by defaultHeaders and footers apply to every page in a document by default 27 Microsoft Office Word 2010 for Medical Professionals

28 Adding Headers and Footers (continued) The Header & Footer Tools Design tab opens when the Header and Footer areas are openThe Header & Footer Tools Design tab opens when the Header and Footer areas are open Add symbols, borders, graphics, quick parts and other elements to headers and footersAdd symbols, borders, graphics, quick parts and other elements to headers and footers Add text to headers and footers by typing in the Header and Footer areasAdd text to headers and footers by typing in the Header and Footer areas Format text from the Home tab by selecting the text and making changesFormat text from the Home tab by selecting the text and making changes 28 Microsoft Office Word 2010 for Medical Professionals

29 Adding Headers and Footers (continued) Document text is dimmed when the Header and Footer areas are openDocument text is dimmed when the Header and Footer areas are open Dimmed text cannot be editedDimmed text cannot be edited 29 Header & Footer Tools Design Tab Header area open Microsoft Office Word 2010 for Medical Professionals Content control Tab stops for header set for default document margins Document text is dimmed

30 Adding Headers and Footers (continued) 30 Page number in footer Microsoft Office Word 2010 for Medical Professionals Header text centered on every page

31 Adding Headers and Footers (continued) Use the Options group on the Header & Footer Tools tab to create specific headers and footersUse the Options group on the Header & Footer Tools tab to create specific headers and footers Different first page header/footerDifferent first page header/footer Different even/odd page header/footerDifferent even/odd page header/footer Use the Header & Footer Tools Design tab to edit headers and footersUse the Header & Footer Tools Design tab to edit headers and footers 31 Microsoft Office Word 2010 for Medical Professionals

32 Adding Headers and Footers (continued) Create custom Headers and Footers as reusable building blocksCreate custom Headers and Footers as reusable building blocks Add a custom header or footer to the galleryAdd a custom header or footer to the gallery Select all the header/footer text including the last paragraph markSelect all the header/footer text including the last paragraph mark Click the Header/Footer buttonClick the Header/Footer button Click Save Selection to Header (or Footer) GalleryClick Save Selection to Header (or Footer) Gallery Complete the Create New Building Block dialog boxComplete the Create New Building Block dialog box 32 Microsoft Office Word 2010 for Medical Professionals

33 Inserting a Table Tables illustrate information intended for quick reference and analysisTables illustrate information intended for quick reference and analysis A table is a grid of columns and rows that you can fill with text and graphicsA table is a grid of columns and rows that you can fill with text and graphics A cell is the box formed by the intersection of a column and a rowA cell is the box formed by the intersection of a column and a row Borders are the lines that divide the rows and columns of a table and help you see the structureBorders are the lines that divide the rows and columns of a table and help you see the structure 33 Microsoft Office Word 2010 for Medical Professionals

34 Inserting a Table (continued) Insert a table using the Table button on the Insert tabInsert a table using the Table button on the Insert tab Choose the Insert Table commandChoose the Insert Table command Type in the number of columns and the number of rows for the tableType in the number of columns and the number of rows for the table Press the tab key or click to move the insertion point to a cellPress the tab key or click to move the insertion point to a cell Use the Table Tools Layout tab to format the table and textUse the Table Tools Layout tab to format the table and text 34 Microsoft Office Word 2010 for Medical Professionals

35 35 Inserting a Table (continued) 35 Insertion point in Section 3 Section 3 is a single column Microsoft Office Word 2010 for Medical Professionals

36 36 Inserting a Table (continued) Completed table in a documentCompleted table in a document 36 Column Header row Row Microsoft Office Word 2010 for Medical Professionals Cell

37 Adding Footnotes and Endnotes Footnotes and endnotes provide additional information, explanatory text, or referencesFootnotes and endnotes provide additional information, explanatory text, or references They consist of two linked partsThey consist of two linked parts Note reference markNote reference mark Corresponding footnote or endnoteCorresponding footnote or endnote 37 Microsoft Office Word 2010 for Medical Professionals

38 Adding Footnotes and Endnotes Footnotes are placed at the end of each page below a separator lineFootnotes are placed at the end of each page below a separator line Endnotes are placed at the end of the documentEndnotes are placed at the end of the document Manage footnotes and endnotes from the Footnotes group on the Reference tabManage footnotes and endnotes from the Footnotes group on the Reference tab 38 Microsoft Office Word 2010 for Medical Professionals

39 Adding Footnotes and Endnotes (continued) Use the Footnote and Endnote dialog box to change note optionsUse the Footnote and Endnote dialog box to change note options Convert footnotes to endnotes from the Footnote and Endnote dialog box using the Convert buttonConvert footnotes to endnotes from the Footnote and Endnote dialog box using the Convert button 39 Microsoft Office Word 2010 for Medical Professionals

40 Adding Footnotes and Endnotes (continued) 40 Footnote text Separator line Microsoft Office Word 2010 for Medical Professionals

41 Adding Footnotes and Endnotes (continued) 41 Footnote text Note reference marks Notes renumbered when new note is added Microsoft Office Word 2010 for Medical Professionals

42 Inserting Citations Use the Word References feature to keep track of reference sourcesUse the Word References feature to keep track of reference sources Insert a citation into a documentInsert a citation into a document A citation gives credit to the source of a quotation or other information used in a documentA citation gives credit to the source of a quotation or other information used in a document Usually includes author name and page number (for print resources)Usually includes author name and page number (for print resources) 42 Microsoft Office Word 2010 for Medical Professionals

43 Inserting Citations (continued) Use the Insert Citation button in the Citations & Bibliography group on the References tab to insert a citationUse the Insert Citation button in the Citations & Bibliography group on the References tab to insert a citation Insert an existing sourceInsert an existing source Create a new sourceCreate a new source Add a placeholder for a sourceAdd a placeholder for a source 43 Microsoft Office Word 2010 for Medical Professionals

44 Inserting Citations (continued) Create a new source using the Insert Citation command in the Citation & Bibliography group on the Reference tabCreate a new source using the Insert Citation command in the Citation & Bibliography group on the Reference tab Enter the source informationEnter the source information New sources are added to the master list of sources on your computerNew sources are added to the master list of sources on your computer Sources on the master list do not transfer with the document unless the source is linked to the documentSources on the master list do not transfer with the document unless the source is linked to the document 44 Microsoft Office Word 2010 for Medical Professionals

45 45 Inserting Citations (continued) 45 Using the Create Source dialog box to choose the type of source and complete the informationUsing the Create Source dialog box to choose the type of source and complete the information Microsoft Office Word 2010 for Medical Professionals

46 46 Inserting Citations (continued) 46 Microsoft Office Word 2010 for Medical Professionals Choose Type of Source When citing Web sources use a consistent formatWhen citing Web sources use a consistent format

47 47 Inserting Citations (continued) 47 Microsoft Office Word 2010 for Medical Professionals Citation options list arrow Edit Citation dialog box Selected citation Edit citations by selecting the citation then click on the citation options arrowEdit citations by selecting the citation then click on the citation options arrow

48 Managing Sources and Creating a Bibliography A bibliography is a list of sources used when creating a documentA bibliography is a list of sources used when creating a document Sources may includeSources may include Works cited – sources cited in the documentWorks cited – sources cited in the document Works consulted – sources used but not cited in the documentWorks consulted – sources used but not cited in the document 48 Microsoft Office Word 2010 for Medical Professionals

49 Managing Sources and Creating a Bibliography Organize sources using the Source Manager dialog boxOrganize sources using the Source Manager dialog box Use the Manage Sources button in the Citations & Bibliography groupUse the Manage Sources button in the Citations & Bibliography group Master ListMaster List Shows all sources on your computerShows all sources on your computer Current ListCurrent List Shows sources available in the current documentShows sources available in the current document 49 Microsoft Office Word 2010 for Medical Professionals

50 Managing Sources and Creating a Bibliography (continued) Source Manager dialog box (cont.)Source Manager dialog box (cont.) Add, edit, and delete sourcesAdd, edit, and delete sources Copy sources between Master List and Current ListCopy sources between Master List and Current List Sources denoted with a check mark have a citation in the current documentSources denoted with a check mark have a citation in the current document Sources in the Current List will appear in the bibliographySources in the Current List will appear in the bibliography 50 Microsoft Office Word 2010 for Medical Professionals

51 51 Managing Sources and Creating a Bibliography (continued) 51 The Source Manager dialog box Master List Current List Sources associated with the document Preview of bibliography entry Microsoft Office Word 2010 for Medical Professionals Sources denoted by check mark

52 52 Managing Sources and Creating a Bibliography (continued) Create a BibliographyCreate a Bibliography Click the Bibliography button in the Citations & Bibliography group to insert a Bibliography at the location of the insertion pointClick the Bibliography button in the Citations & Bibliography group to insert a Bibliography at the location of the insertion point The bibliography is generated using the sources associated with the documentThe bibliography is generated using the sources associated with the document 52 Microsoft Office Word 2010 for Medical Professionals

53 Summary 53 Use the Page Layout tab toUse the Page Layout tab to Set document marginsSet document margins Create sections and columnsCreate sections and columns Insert section and page breaksInsert section and page breaks Use the Insert tab toUse the Insert tab to Insert page numbersInsert page numbers Add headers and footersAdd headers and footers Insert a tableInsert a table Use the References tab toUse the References tab to Insert citationsInsert citations Manage sourcesManage sources Create a bibliographyCreate a bibliography Microsoft Office Word 2010 for Medical Professionals

54 Summary (continued) Use preformatted margins or create custom marginsUse preformatted margins or create custom margins Change page orientation and paper sizeChange page orientation and paper size Format different sections of a document using section breaksFormat different sections of a document using section breaks Create manual page breaksCreate manual page breaks Set pagination optionsSet pagination options Insert fields for page numbers and other data that changes in a documentInsert fields for page numbers and other data that changes in a document Create and format headers and footersCreate and format headers and footers Insert a tableInsert a table Microsoft Office Word 2010 for Medical Professionals 54

55 Summary (continued) Insert citations (footnotes and endnotes)Insert citations (footnotes and endnotes) Manage sourcesManage sources Create a bibliographyCreate a bibliography Microsoft Office Word 2010 for Medical Professionals 55


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