1. Microsoft Office 2007-Illustrated Introductory, Premium Video Edition Formatting Documents

2. 2Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Set document marginsSet document margins Divide a document into sectionsDivide a document into sections Insert page breaksInsert page breaks Format columnsFormat columns Insert page numbersInsert page numbers Objectives

3. 3Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Add headers and footersAdd headers and footers Edit headers and footersEdit headers and footers Insert a tableInsert a table Insert clip artInsert clip art Objectives

4. 4Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition 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 Changing a document’s margins changes the amount of text that fits on a pageChanging a document’s margins changes the amount of text that fits on a page

5. 5Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Setting Document Margins To adjust a document’s margins:To adjust a document’s margins: Click the Margins button in the Page Setup group on the Page Layout tab, then click Custom MarginsClick the Margins button in the Page Setup group on the Page Layout tab, then click Custom Margins Change margin settings on the Margins tab in the Page Setup dialog boxChange margin settings on the Margins tab in the Page Setup dialog box Drag a margin indicator on a ruler to a new locationDrag a margin indicator on a ruler to a new location

6. 6Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Setting Document Margins Ruler shows location of top margin Top margin Ruler shows location of left margin Right margin Left margin

7. 7Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Setting Document Margins Page orientationPage orientation Portrait orientation means a page is taller than it is widePortrait orientation means a page is taller than it is wide The default page orientation for a document is portraitThe default page orientation for a document is portrait Landscape orientation means a page is wider than it is tallLandscape orientation means a page is wider than it is tall Paper sizePaper size Default paper size is 8.5” x 11”Default paper size is 8.5” x 11”

8. 8Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Setting Document Margins The Page Setup dialog boxThe Page Setup dialog box –Margins tab Change margins, page orientation, and format the layout of pages in a multiple page documentChange margins, page orientation, and format the layout of pages in a multiple page document –Paper tab Change paper size and paper sourceChange paper size and paper source –Layout tab Format sections, format headers and footers, and change vertical alignmentFormat sections, format headers and footers, and change vertical alignment

9. 9Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Setting Document Margins Margin options in a multiple page documentMargin options in a multiple page document 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

10. 10Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Dividing a Document into Sections 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 A section break is a formatting mark that shows the end of a sectionA section break is a formatting mark that shows the end of a section You divide a document into sections when you want to apply different page layout settings, such as columns, to sectionsYou divide a document into sections when you want to apply different page layout settings, such as columns, to sections Sections are used to vary the layout of a documentSections are used to vary the layout of a document A document is formatted in a single section by defaultA document is formatted in a single section by default

11. 11Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Dividing a Document into Sections 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 Types of section breaksTypes of section breaks SectionFunction Next pageBegins a new section and moves the text following the break to the top of the next page ContinuousBegins a new section on the same page Even pageBegins a new section and moves the text following the break to the top of the next even-numbered page Odd pageBegins a new section and moves the text following the break to the top of the next odd-numbered page

12. 12Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Dividing a Document into Sections Section 1 is formatted in one column Section 2 is formatted in two columns Continuous section break

13. 13Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Dividing a Document into Sections 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. To apply page layout settings to an individual section, make sure to click the Apply to list arrow in the Page Setup dialog box, and then click This sectionTo apply page layout settings to an individual section, make sure to click the Apply to list arrow in the Page Setup dialog box, and then click This section

14. 14Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Page Breaks Vertically aligning text on a pageVertically aligning text on a page By default, text is vertically aligned with the top margin of a pageBy default, text is vertically aligned with the top margin of a page Other vertical alignment optionsOther vertical alignment options Text centered between the top and bottom marginsText centered between the top and bottom margins Text justified between the top and bottom marginsText justified between the top and bottom margins Text aligned with the bottom marginText aligned with the bottom margin Vertically align text only when the text does not fill a pageVertically align text only when the text does not fill a page Change vertical alignment on the Layout tab of the Page Setup dialog boxChange vertical alignment on the Layout tab of the Page Setup dialog box

15. 15Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition 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]

16. 16Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Page Breaks Manual page break Text that follows break is forced to next page

17. 17Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Formatting Columns Format text in columns to make it easier to readFormat text in columns to make it easier to read Apply column formatting to a document, to a section, or to selected textApply column formatting to a document, to a section, or to selected text Use the Columns button in the Page Setup group on the Page Layout tab to quickly create columns of equal widthUse the Columns button in the Page Setup group on the Page Layout tab to quickly create columns of equal width Use the Columns dialog box to create columns, customize the width and spacing of columns, and add lines between columnsUse the Columns dialog box to create columns, customize the width and spacing of columns, and add lines between columns

18. 18Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Formatting Columns Control the flow of text in columnsControl the flow of text in columns Insert a column break to force text after the break to the top of the next columnInsert a column break to force text after the break to the top of the next column Balance columns of unequal length on a page by inserting a continuous section break at the end of the last column on a pageBalance columns of unequal length on a page by inserting a continuous section break at the end of the last column on a page Insert a column or continuous section break using the Breaks button in the Page Setup group on the Page Layout tabInsert a column or continuous section break using the Breaks button in the Page Setup group on the Page Layout tab

19. 19Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Formatting Columns Column break forces text to the top of the next column Continuous section break balances the columns on the page

20. 20Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Formatting Columns Hyphenating text in a documentHyphenating text in a document Hyphens are small dashes that break words at the end of a lineHyphens are small dashes that break words at the end of a line Hyphenating text helps to control the flow of text in columnsHyphenating text helps to control the flow of text in columns Diminishes the gaps between words in justified textDiminishes the gaps between words in justified text Reduces ragged right edges in left-aligned textReduces ragged right edges in left-aligned text To hyphenate a document automatically, click the Hyphenation button in the Page Setup group on the Page Layout tabTo hyphenate a document automatically, click the Hyphenation button in the Page Setup group on the Page Layout tab A narrower hyphenation zone results in more hyphenated words and a cleaner look to columnsA narrower hyphenation zone results in more hyphenated words and a cleaner look to columns

21. 21Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition 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 Click the Page Numbers button in the Header & Footer group on the Insert tab to insert a page number fieldClick the Page Numbers 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

22. 22Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Page Numbers Page number fields are inserted in a document header or footerPage number fields are inserted in a document header or footer Page number (in the Footer area) Document text (dimmed when the Footer area is open)

23. 23Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Page Numbers Moving around in a long documentMoving around in a long document Scroll using the scroll barsScroll using the scroll bars Browse by Object button below the vertical scroll barBrowse by Object button below the vertical scroll bar Select object to browse by from the palette of object typesSelect object to browse by from the palette of object types Object types include next or previous page, section, table, graphic, or other item of the same typeObject types include next or previous page, section, table, graphic, or other item of the same type

24. 24Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Page Numbers Insert Quick PartsInsert Quick Parts Insert a Quick Part field, such as a field for the current date or current timeInsert a Quick Part field, such as a field for the current date or current time Update content in field automatically each time you open the document, orUpdate content in field automatically each time you open the document, or Keep content in field as static textKeep content in field as static text Word uses your computer clock to compute the current date and timeWord uses your computer clock to compute the current date and time Click the Quick Parts button in the Text group on the Insert tab, click Field on the menu, click the field name in the Field dialog boxClick the Quick Parts button in the Text group on the Insert tab, click Field on the menu, click the field name in the Field dialog box

25. 25Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Adding Headers and Footers Add headers and footers to a document when there is an item you want to appear on every pageAdd headers and footers to a document when there is an item you want to appear on every page 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 document title, author name, dates, and page numbersHeaders and footers often contain information such as document title, author name, dates, and page numbers

26. 26Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Adding Headers and Footers Open headers and footers by clicking the Header button or the Footer button on the Insert tabOpen headers and footers by clicking the Header button or the Footer button on the Insert tab 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 You can also add symbols, borders, graphics, and other elements to headers and footersYou can also add symbols, borders, graphics, and other elements to headers and footers 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

27. 27Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Adding Headers and Footers 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 can’t be editedDimmed text can’t be edited The Header and Footers areas are independent of the document itself and must be formatted separatelyThe Header and Footers areas are independent of the document itself and must be formatted separately Header & Footer Tools Design Tab Header area open with content control

28. 28Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Adding Headers and Footers Create custom Headers and Footers as a Building BlockCreate custom Headers and Footers as a Building Block To saveTo save Select all the text including the last paragraph markSelect all the text including the last paragraph mark Click the Header (or Footer) buttonClick the Header (or Footer) button Click Save Selection to Header GalleryClick Save Selection to Header Gallery Complete the Create New Building Block dialog boxComplete the Create New Building Block dialog box

29. 29Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Editing Headers and Footers To edit headers and footers, first open the Header and Footer areas:To edit headers and footers, first open the Header and Footer areas: Double-click a header or footer in Print Layout viewDouble-click a header or footer in Print Layout view Insert, delete, and format contentInsert, delete, and format content Change the default tab stops in the Header and Footer areas if the default document margins were changedChange the default tab stops in the Header and Footer areas if the default document margins were changed

30. 30Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Editing Headers and Footers Insert symbolsInsert symbols A symbol is a special character, such as a graphic, shape, or foreign language characterA symbol is a special character, such as a graphic, shape, or foreign language character Add a symbol using the Symbol button on the Insert tabAdd a symbol using the Symbol button on the Insert tab Symbol in a header

31. 31Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Editing Headers and Footers Create different headers and footers:Create different headers and footers: For the first page of a document or sectionFor the first page of a document or section For each section in a documentFor each section in a document For even- and odd-numbered pages in a document or sectionFor even- and odd-numbered pages in a document or section Use the tools on the Header & Footer Tools Design tab or use the Layout tab in the Page Setup dialog boxUse the tools on the Header & Footer Tools Design tab or use the Layout tab in the Page Setup dialog box

32. 32Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Editing Headers and Footers AutoText entriesAutoText entries Word includes built-in AutoText entriesWord includes built-in AutoText entries Such as letter salutations and closingsSuch as letter salutations and closings Create and store custom AutoText entries for information you use frequentlyCreate and store custom AutoText entries for information you use frequently Such as a company name or logoSuch as a company name or logo Use the Quick Parts button in the Text group on the Insert tab, then click Save Selection to Quick Part GalleryUse the Quick Parts button in the Text group on the Insert tab, then click Save Selection to Quick Part Gallery Complete the Create New Building Block dialog boxComplete the Create New Building Block dialog box

33. 33Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition 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

34. 34Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting a Table Completed table in a documentCompleted table in a document Border Row Column Cell

35. 35Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting a Table Create a blank tableCreate a blank table Click the Table button in the Table group on the Insert tabClick the Table button in the Table group on the Insert tab Click Insert TableClick Insert Table Determine the number of columns and rows in the tableDetermine the number of columns and rows in the table Choose an option for sizing the width of the columnsChoose an option for sizing the width of the columns

36. 36Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting a Table Table Tools Design tabTable Tools Design tab Select Table Style OptionsSelect Table Style Options Apply Table StylesApply Table Styles Draw bordersDraw borders Table Tools Layout tabTable Tools Layout tab View table propertiesView table properties Insert /delete rows, columnsInsert /delete rows, columns Merge/split cellsMerge/split cells Align cell contentAlign cell content

37. 37Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Clip Art Illustrate a document with clip artIllustrate a document with clip art Clip art is a collection of graphic images that you can insert in a documentClip art is a collection of graphic images that you can insert in a document Clip Organizer, a library of clipsClip Organizer, a library of clips Clips are the media files, including graphics, photographs, sounds, movies, and animations, that come with WordClips are the media files, including graphics, photographs, sounds, movies, and animations, that come with Word Add clips by clicking the Clip Art button in the Illustrations group on the Insert tabAdd clips by clicking the Clip Art button in the Illustrations group on the Insert tab

38. 38Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Clip Art Search for clips using the ClipArt task paneSearch for clips using the ClipArt task pane Search using a keyword Results of a clip search Choose type of clips to search Choose clip collections to search

39. 39Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Clip Art A clip is inserted as an inline graphic at the location of the insertion pointA clip is inserted as an inline graphic at the location of the insertion point An inline graphic is a graphic that is part of the line of textAn inline graphic is a graphic that is part of the line of text A floating graphic is independent from text and can be moved anywhere on a pageA floating graphic is independent from text and can be moved anywhere on a page

40. 40Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Clip Art Wrap text around the graphicWrap text around the graphic Apply a text wrapping styleApply a text wrapping style Click the Text Wrapping button in the Arrange group on the Picture Tools Format tabClick the Text Wrapping button in the Arrange group on the Picture Tools Format tab Floating graphic Faded image shows graphic being dragged Sizing handle

41. 41Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Inserting Clip Art Picture Tools Format tabPicture Tools Format tab Adjust contrast, brightness, compression, and so on in the Adjust groupAdjust contrast, brightness, compression, and so on in the Adjust group Apply a style from the gallery in the Picture Styles groupApply a style from the gallery in the Picture Styles group Position, wrap text, flip, group, and so on in the Arrange groupPosition, wrap text, flip, group, and so on in the Arrange group Crop and change height or width in the Size groupCrop and change height or width in the Size group

42. 42Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition Summary The page-formatting features of Word allow you to creatively lay out and design the pages of documents:The page-formatting features of Word allow you to creatively lay out and design the pages of documents: Change marginsChange margins Vary the layout of a document by creating and formatting sectionsVary the layout of a document by creating and formatting sections Format text in columnsFormat text in columns Add page numbersAdd page numbers Add headers and footersAdd headers and footers Illustrate a document with tables and clip artIllustrate a document with tables and clip art