Microsoft Office Illustrated Introductory, Premium Edition Documents Formatting

2Formatting Documents  Set document margins  Divide a document into sections  Insert page breaks  Insert page numbers  Add headers and footers Objectives

3Formatting Documents  Edit headers and footers  Format columns  Insert a table  Insert WordArt  Insert clip art Objectives

4Formatting Documents Setting Document Margins  Document margins are the blank areas between the edge of the text and the edge of the page –Default margins are 1” on the top and bottom, and 1.25” on the left and right sides –Changing a document’s margins changes the amount of text that fits on a page

5Formatting Documents Setting Document Margins (cont.)  To adjust a document’s margins: –Use the Page Setup command on the File menu 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 location

6Formatting Documents Setting Document Margins (cont.) Ruler shows location of top margin Top margin Ruler shows location of left margin Right margin Left margin

7Formatting Documents Setting Document Margins (cont.)  Page orientation –Portrait 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 tall  Paper size –Default paper size is 8.5” x 11”

8Formatting Documents Setting Document Margins (cont.)  The Page Setup dialog box –Margins tab Change margins, page orientation, and format the layout of pages in a a multiple page documentChange margins, page orientation, and format the layout of pages in a 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

9Formatting Documents Setting Document Margins (cont.)  Margin options in a multiple page document –Mirror 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 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 box

10Formatting Documents Dividing a Document into Sections  A 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 section –You 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

11Formatting Documents Dividing a Document into Sections (cont.)  Insert a section break using the Break command on the Insert menu  Types of section breaks

12Formatting Documents Dividing a Document into Sections (cont.) Section 1 is formatted in one column Section 2 is formatted in two columns Continuous section break

13Formatting Documents Dividing a Document into Sections (cont.)  Changing page layout settings for a section –Each 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 section

14Formatting Documents Inserting Page Breaks  As you type, an automatic (soft) page break is automatically inserted when you reach the bottom of a page –Text flows to the next page  You can force text onto the next page by inserting a manual (hard) page break –Use the Break command on the Insert menu to insert a page break, or –Press [Ctrl][Enter]

15Formatting Documents Inserting Page Breaks (cont.) Manual page breaks

16Formatting Documents Inserting Page Breaks (cont.)  Vertically aligning text on a page –By default, text is vertically aligned with the top margin of a page –Other 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 page –Change vertical alignment on the Layout tab of the Page Setup dialog box

17Formatting Documents Inserting Page Numbers  Automatically 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 document –Use the Page Numbers command on the Insert menu to insert a page number field Choose page number position Choose page number alignment Preview of page number

18Formatting Documents Inserting Page Numbers (cont.)  Page number fields are inserted in a document header or footer Page number (dimmed in the Footer area)

19Formatting Documents Inserting Page Numbers (cont.)  Inserting the date and time –Insert a field for the current date or current time into a document Field can be updated automatically each time you open the document, orField can be updated automatically each time you open the document, or Choose to insert the date or time as static textChoose to insert the date or time 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 –Insert the field using the Date and Time command on the Insert menu

20Formatting Documents Adding Headers and Footers  Add 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 document –A 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 numbers

21Formatting Documents Adding Headers and Footers (cont.)  Open headers and footers by clicking Header and Footer on the View menu  Add 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 footers  Click Close on the Header and Footer toolbar to close headers and footers

22Formatting Documents Adding Headers and Footers (cont.)  Document text is dimmed when the Header and Footer areas are open –Dimmed text can’t be edited –The Header and Footers areas are independent of the document itself and must be formatted separately Header area is open Document text is dimmed

23Formatting Documents Adding Headers and Footers (cont.)  Header and Footer toolbar buttons

24Formatting Documents Editing Headers and Footers  To edit headers and footers, first open the Header and Footer areas: –Click the Header and Footer command on the View menu, or –Double-click a header or footer in Print Layout view

25Formatting Documents Editing Headers and Footers (cont.)  Insert symbols –A symbol is a special character, such as a graphic, shape, or foreign language character –Add a symbol using the Symbol command on the Insert menu Symbol in a header

26Formatting Documents Editing Headers and Footers (cont.)  Create different headers and footers: –For the first page of a document or section –For each section in a document –For even- and odd-numbered pages in a document or section  Use the Layout tab of the Page Setup dialog box

27Formatting Documents Editing Headers and Footers (cont.)  Inserting and creating AutoText entries –Word 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 frequently use Such as a company name or logoSuch as a company name or logo –Use the AutoText command on the Insert menu to insert and create AutoText entries

28Formatting Documents Formatting Columns  Format text in columns to make it easier to read –Apply column formatting to a document, to a section, or to selected text Use the Columns button to quickly create columns of equal widthUse the Columns button to quickly create columns of equal width Use the Columns command on the Format menu to create columns, customize the width and spacing of columns, and add lines between columnsUse the Columns command on the Format menu to create columns, customize the width and spacing of columns, and add lines between columns

29Formatting Documents Formatting Columns (cont.)  Control the flow of text in columns –Insert 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 page –Insert a column or continuous section break using the Break command on the Insert menu

30Formatting Documents Formatting Columns (cont.) Column break forces text to the top of the next column Continuous section break balances the columns on the page

31Formatting Documents Formatting Columns (cont.)  Hyphenating text in a document –Hyphens are small dashes that break words at the end of a line –Hyphenating 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, point to language on the Tools menu, then click Hyphenation 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

32Formatting Documents Inserting a Table  Tables illustrate information intended for quick reference and analysis –A 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

33Formatting Documents Inserting a Table (cont.)  Completed table in a document Border Row Column Cell

34Formatting Documents Inserting a Table (cont.)  Create a blank table using the Insert command on the Table menu –This command allows you to: 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 Apply a Table AutoFormat style to the tableApply a Table AutoFormat style to the table –Table AutoFormat styles include format settings for the text, borders, and shading in a table

35Formatting Documents Inserting a Table (cont.)  Moving around in a long document –Browse by Object button Allows you to browse to the next or previous page, section, table, graphic, or other item of the same typeAllows you to browse to the next or previous page, section, table, graphic, or other item of the same type –Go To command on the Edit menu Allows you to navigate to a specific page, section, or other itemAllows you to navigate to a specific page, section, or other item –Document Map button Allows you to move to headings in a documentAllows you to move to headings in a document

36Formatting Documents Inserting WordArt  Illustrate a document with WordArt –WordArt is an object that contains specially formatted, decorative text –Add a WordArt object to a document using the WordArt command on the Insert menu WordArt object Sizing handle

37Formatting Documents Inserting WordArt (cont.)  Choose a WordArt style in the WordArt Gallery –WordArt text can be altered to create an effect StretchedStretched SkewedSkewed RotatedRotated PatternedPatterned ShadowedShadowed Fit into shapesFit into shapes

38Formatting Documents Inserting WordArt (cont.)  A WordArt object is inserted as an inline graphic –An inline graphic is part of the line of text in which it was inserted  Change the size of a WordArt object by dragging a sizing handle –Sizing handles are black squares that appear on the sides and corners of a graphic object when it is selected

39Formatting Documents Inserting Clip Art  Illustrate a document with clip art –Clip art is a collection of graphic images that you can insert in a document Clip art is stored in the Clip Organizer, a library of clipsClip art is stored in the Clip Organizer, a library of clips –Clips are the media files, including graphics, photographs, sounds, movies, and animations, that come with Word –Add clips to a document using the Clip Art command on the Insert menu

40Formatting Documents Inserting Clip Art (cont.)  Search 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

41Formatting Documents Inserting Clip Art (cont.)  A clip is inserted as an inline graphic at the location of the insertion point –An inline graphic is a graphic which is part of the line of text –A floating graphic is independent from text and can be moved anywhere on a page

42Formatting Documents Inserting Clip Art (cont.)  To change an inline graphic to a floating graphic, you wrap text around the graphic –Apply a text wrapping style to a graphic using the Layout tab in the Format Picture dialog box Floating graphic Text wraps around graphic Sizing handle

43Formatting Documents Summary  The page-formatting features of Word allow you to creatively lay out and design the pages of documents: –Change margins –Vary the layout of a document by creating and formatting sections –Format text in columns –Add headers and footers –Add page numbers –Illustrate a document with tables, WordArt, and clip art