1. © 2012 The McGraw-Hill Companies, Inc. All rights reserved. word 2010 Chapter 3 Formatting Documents

2. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Skill 3.1 Applying Document ThemesSkill 3.1 Applying Document Themes Skill 3.2 Using Color Themes and Font ThemesSkill 3.2 Using Color Themes and Font Themes Skill 3.3 Adding Page Borders Skill 3.4 Creating Watermarks Skill 3.5 Inserting Building BlocksSkill 3.5 Inserting Building Blocks Skill 3.6 Adding Headers and FootersSkill 3.6 Adding Headers and Footers Skill 3.7 Adding Date and Time to a HeaderSkill 3.7 Adding Date and Time to a Skill 3.8 Inserting Page NumbersSkill 3.8 Inserting Page Numbers Skill 3.9 Inserting Property ControlsSkill 3.9 Inserting Property Controls Skill 3.10 Saving Quick Parts as Building BlocksSkill 3.10 Saving Quick Parts as Building Blocks Skill 3.11 Inserting Hyperlinks Skill 3.12 Adjusting Margins Skill 3.13 Inserting Page Breaks and Section BreaksSkill 3.13 Inserting Page Breaks and Section Breaks Skill 3.14 Adding a Cover PageSkill 3.14 Adding a Cover Page Skill 3.15 Viewing Documents Side by SideSkill 3.15 Viewing Documents Side by 3-2 Word 2010 Formatting Documents Skills

3. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. A theme is a group of formatting options that you apply to an entire document. Themes include color, font, and effect styles that are applied to specific elements of a document. –Theme colors limit the colors available from the color palette for fonts, borders, and backgrounds. –Theme fonts change the fonts used for built-in styles—such as Normal style and headings. –Theme effects control the way graphic elements in your document appear. Applying a theme to your document is a quick way to take a simple piece of text and change it into a polished, professional-looking document. 3-3 Word Skill 3.1 Applying Document Themes

4. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Page Layout tab. 2.In the Themes group, click the Themes button. 3.Click an option in the Built-In section to apply it to your document. 3-4 To Apply a Theme to a Document

5. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. A color theme is a set of colors that are designed to work well in a document. A color theme will change the color of text, tables, and drawing objects in a document. When you apply a theme to a document it includes a color theme, which has default theme colors for document elements. You can change the color theme without affecting the other components of the theme. 3-5 Word Skill 3.2 Using Color Themes and Font Themes

6. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Verify you are on the Home tab. 2.In the Styles group, click the Change Styles button. 3.Point to Colors and select a color theme. 3-6 To Apply a Color Theme to a Document

7. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.On the Home tab, in the Styles group, click the Change Styles button. 2.Point to Fonts and select a font theme. 3-7 To Apply a Font Theme to a Document

8. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Page borders are graphic elements that can give your document a more polished look. Page borders draw a decorative graphic element along the top, right, bottom, and left edges of the page. Borders can be simple lines or include 3–D effects and shadows. You can modify borders by changing the style and color. You can apply a border to the entire document or parts of a section. 3-8 Word Skill 3.3 Adding Page Borders

9. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Page Layout tab. 2.In the Page Background group, click the Page Borders button. 3.On the Borders and Shading dialog box, in the Page Border tab, click a border setting. 4.Select a style, color, and width for the page border. 5.The Preview area shows how the border will look. 6.Click Apply to: arrow. Select the part of the document to add the page border. 7.Click OK to accept your changes and add the page border to the document. 3-9 To Add a Border to a Document

10. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Page Layout tab. 2.In the Page Background group, click the Page Color button. 3.Select a color. 4.The page background changes from white to the color you chose. 3-10 To Change the Page Color

11. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. A watermark is a graphic or text that appears as part of the page background. Watermarks appear faded so that the text that appears on top of the watermark is legible when the document is viewed or printed. There are three categories of watermarks: –Confidential —Include the text “Confidential” or “Do Not Copy” in different layouts. –Disclaimers —Include the text “Draft” or “Sample” in different layouts. –Urgent —Include the text “ASAP” or “Urgent” in different layouts. 3-11 Word Skill 3.4 Creating Watermarks

12. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To add a watermark to a document: 1.Click the Page Layout tab. 2.Click the Watermark button and select an option from the gallery. To remove a watermark to a document: 1.Click the Page Layout tab. 2.Click the Watermark button and select Remove Watermark. 3-12 To Add or Remove a Watermark

13. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Page Layout tab. 2.Click the Watermark button and click the Custom Watermark... command to open the Printed Watermark dialog box. 3.Choose different options for the text watermark. You can add pictures as watermarks from this dialog box. When you add a picture as a watermark, it appears faded so any text on top of it is still legible. 3-13 To Create a Custom Watermark

14. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. A building block is a piece of content that is reusable in any document. Building blocks can be text, such as AutoText, or they can include graphics, such as a cover page. Insert building blocks from specific commands on the Ribbon or from the Building Blocks Organizer. The Building Blocks Organizer lists the building blocks in alphabetical order by which gallery they appear in: 3-14 Word Skill 3.5 Inserting Building Blocks

15. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To insert a building block from the Building Blocks Organizer: 1.Click the Insert tab. 2.Click the Quick Parts button and select Building Blocks Organizer... 3.Select a building block in the list and click the Insert button. 3-15 To Insert a Building Block

16. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. A header is text that appears at the top of every page, just below the top margin. A footer is text that appears at the bottom of every page, just above the bottom margin. Typically, headers and footers display dates, page numbers, document titles, or authors’ names. 3-16 Word Skill 3.6 Adding Headers and Footers

17. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Insert tab. 2.In the Header & Footer group, click the Header button and select a header design from the gallery. 3.Word displays the Header & Footer Tools contextual tab and inserts a header with content controls. Click a content control and enter the information for your header. 4.To close the header and return to your document, click the Close Header and Footer button on the contextual tab. 3-17 To Add a Header to a Document

18. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Insert tab. 2.In the Header & Footer group, click the Footer button and select a footer design from the gallery. 3.Word displays the Header & Footer Tools contextual tab and inserts a footer with content controls. Click a content control and enter the information for your footer. 4.To close the header and return to your document, click the Close Header and Footer button on the contextual tab. 3-18 To Add a Footer to a Document

19. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Headers and footers appear faded out in Print Layout view. If you want to edit a header or footer, double-click it and make your changes. 2.Click the Close Header and Footer button to return to the document. 3-19 To Edit a Header or Footer

20. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. You could manually type the date in the header or footer and then update the date every time you work on the document, or you could add an automatic date stamp. An automatic date stamp pulls the current date from the computer’s system clock and displays the date in the document. The date is then automatically updated when the computer’s date changes. 3-20 Word Skill 3.7 Adding Date and Time to a Header

21. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Double-click the header to switch to header view. 2.Under the Header & Footer Tools, in the Insert group, click the Insert Date and Time button. 3.In the Date and Time dialog box, click a date format in the Available formats: box. 4.Select the Update automatically check box. 5.Click OK. 3-21 To Add an Automatic Date Stamp to a Header

22. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Headers and footers often include page numbers. –They can also include other information, such as author name, date, and document title. If all you want to do is add page numbers to a document, you don’t need to use the header and footer feature. –Instead, insert simple page numbers through the PageNumbergallery. When adding page numbers to a document, you should always use Word’s built-in building block. –If you type page numbers into your document manually, they will not update when you add or remove pages. 3-22 Word Skill 3.8 Inserting Page Numbers

23. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Insert tab. 2.In the Header & Footer group, click the Page Number button. Point to Bottom of Page, and select an option. 3.To remove a page number, click the arrow next to the Page Number button and select Remove Page Numbers. 3-23 To Add or Remove Page Numbers

24. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. A property control is an element you can add to your document to save time entering the same information over and over again. When you insert a property control and then replace the text with your own information, any time you add that control again it will include your custom text. Word will add the text to the document and update the text automatically if any changes are made to the property control. By using property controls, you can be assured that all the information throughout the document is consistent. 3-24 Word Skill 3.9 Inserting Property Controls

25. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Insert tab. 2.In the Text group, click the Quick Parts button, point to Document Propertyand select a control. 3.Type your text in the control. 4.Select the same control from the Document Property menu to add the same text to the document. 3-25 To Add a Property Control

26. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Quick Parts are snippets of text that you can save and then add to any document. They include the text and all the formatting that has been applied to it. Use Quick Parts when you want text to appear a certain way throughout your documents, such as a company’s tag line. 3-26 Word Skill 3.10 Saving Quick Parts as Building Blocks

27. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Select the text to add to the gallery. 2.Click the Insert tab. 3.In the Text group, click the Quick Parts button and select Save Selection to Quick Part Gallery... 4.The Create New Building Block dialog box opens. 5.Review the information for the Quick Part and make any changes. 6.Click OK. 3-27 To Add Text to the Quick Parts Gallery

28. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. A hyperlink is text or a graphic that, when clicked, opens another page or file. –Use hyperlinks to link to a section in the same document, to a new document, or to an existing document, such as a Web page. A ScreenTip is a bubble that appears when the mouse is placed over the link. –Add a ScreenTip to include a more meaningful description of the hyperlink. 3-28 Word Skill 3.11 Inserting Hyperlinks

29. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Select the text or graphic you want to use as the link. 2.Click the Insert tab. 3.In the Links group, click the Hyperlink button to open the Insert Hyperlink dialog box. 4.Select an option under Link to: and select the file to which you want to link. 5.Type the text of the link in the Text to display: box. 6.6. Click OK to insert the hyperlink into your document. 3-29 To Insert a Hyperlink

30. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To add a bookmark: 1.Click the Insert tab. 2.In the Links group, click the Bookmark button. The Bookmark dialog box opens. 3.Type a name for the bookmark in the Bookmark name: box. 4.Click the Add button. To return to a place in a document using bookmarks: 1.First open the Bookmark dialog box. 2.Click the name of the bookmark you want to navigate to. 3.Click the Go To button. 3-30 To Add or Return to a Bookmark

31. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Margins are the blank spaces at the top, bottom, left, and right of a page. Word’s default margins are typically 1 inch for the top and bottom and 1 inch for the left and right. Word 2010 comes with a number of predefined margin layout options for you to choose from: –Normal –Narrow –Wide –Mirrored 3-31 Word Skill 3.12 Adjusting Margins

32. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To adjust the margins: 1.Click the Page Layout tab. 2.In the Page Setup group, click the Margins button and select an option for the page layout. To set custom margins: 1.In the Page Setup dialog box, at the bottom of the Margins gallery, select Custom Margins... 2.Set custom margins in the Page Setup dialog box. 3-32 To Adjust the Margins for a Document

33. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Two Basic Types of Breaks Page Break —These breaks create visual breaks in your document but keep the content in the same section. Page breaks include: Page Column Text Wrapping Section Breaks —These breaks create new sections in your document. Section breaks include: Next Page Continuous Even Page Odd Page 3-33 Word Skill 3.13 Inserting Page Breaks and Section Breaks

34. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To insert a hard page break: 1.Click the Page Layout tab. 2.In the Page Setup group, click the Breaks button, and select Page. To insert a blank page: 1.Click the Insert tab. 2.In the Pages group, click the Blank Page button. 3-34 To Insert a Hard Page Break or a Blank Page

35. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. When creating documents such as proposals or business plans, it is a good idea to include a cover page that contains the title of the document and the date. You can add other information such as a subtitle, a short description of the document, and company information. Word 2010 comes with a number of prebuilt cover pages that you can quickly and easily add to your documents. 3-35 Word Skill 3.14 Adding a Cover Page

36. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Click the Insert tab. 2.In the Pages group, click the Cover Page button and select an option. 3.Word inserts a cover page with content controls for you to enter your own information. Click a content control and enter the information for your document. 3-36 To Add a Cover Page

37. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. If you have two documents that are similar, you may want to compare them to each other. Word’s Compare Side by Side feature allows you to compare two documents at the same time. When you compare documents, the Synchronous Scrolling feature is on by default. This feature allows you to scroll both documents at once. If you scroll the active document, the other document will scroll at the same time, allowing you to carefully compare documents. 3-37 Word Skill 3.15 Viewing Documents Side by Side

38. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 1.Open the documents you want to compare. 2.Click the View tab. 3.In the Window group, click the View Side by Side button. 4.The two documents are displayed next to each other. 5.Scroll the active window to scroll both documents at once. 6.Click the Synchronous Scrolling button to turn the feature off and scroll each document separately. 7.Click the View Side by Side button again to turn this feature off. 3-38 To Compare Two Documents Side by Side

39. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Skill 3.1 Applying Document ThemesSkill 3.1 Applying Document Themes Skill 3.2 Using Color Themes and Font ThemesSkill 3.2 Using Color Themes and Font Themes Skill 3.3 Adding Page Borders Skill 3.4 Creating Watermarks Skill 3.5 Inserting Building BlocksSkill 3.5 Inserting Building Blocks Skill 3.6 Adding Headers and FootersSkill 3.6 Adding Headers and Footers Skill 3.7 Adding Date and Time to a HeaderSkill 3.7 Adding Date and Time to a Skill 3.8 Inserting Page NumbersSkill 3.8 Inserting Page Numbers Skill 3.9 Inserting Property ControlsSkill 3.9 Inserting Property Controls Skill 3.10 Saving Quick Parts as Building BlocksSkill 3.10 Saving Quick Parts as Building Blocks Skill 3.11 Inserting Hyperlinks Skill 3.12 Adjusting Margins Skill 3.13 Inserting Page Breaks and Section BreaksSkill 3.13 Inserting Page Breaks and Section Breaks Skill 3.14 Adding a Cover PageSkill 3.14 Adding a Cover Page Skill 3.15 Viewing Documents Side by SideSkill 3.15 Viewing Documents Side by 3-39 Word 2010 Formatting Documents Skills Recap