1. Strategies for the Technical Professional
Microsoft Office Word

2. Demonstrate selected skills using Microsoft Word elements:
Basic Word functions
Editing and formatting
Tables and graphics
References

3. Microsoft Word
Microsoft Word is one of the most commonly used word processing packages.
Word processing software is a tool that allows us take information and create various documents that we can easily format, edit and modify.
This software also allows us to save and share the documents with others.
Among the kinds of documents we can create are:
Letters
Reports
Memos
Resumes

4. Parts of the Word Window
Home tab
Horizontal ruler
Vertical ruler
Office button
Quick access toolbar
Title bar
Vertical Scroll bar
Status bar
Zoom slider
View buttons
Ribbon
Group
Word 2007’s work space gives many interactive choices.
The Office button includes: opening, saving, printing, finishing, and publishing options.
The title bar displays the name of the document.
The different tabs display the different Ribbons.
Each Ribbon contains buttons associated with its function.
The Buttons in a Ribbon are split into Groups which make them easier to find.
The quick access toolbar contains popular buttons. The user can add buttons to the toolbar. The default buttons are Save, Undo, and Repeat.
There is both a horizontal and vertical ruler. Notice page margins are blue whereas the body area is shown white on the rulers.
The status bar gives information about the document.
View buttons are shortcuts to the most popular document views.
The zoom slider controls the size of the document on screen. A smaller percent shows more of the page whereas a larger percent shows a closer view which is easier to read.
The vertical scrollbar scrolls through the entire document. Hover the mouse over the slider and the page number is displayed.

5. Views Print layout view Full-screen reading view Web layout view
Master Documents Tools view
Draft view
The View buttons on the status bar are a collection of different ways to look at the document.
The views are:
Print Layout View, which shows a document as it will print. All printed portions of the document will be visible including headers and footers.
Full Screen Reading View is the view for reading on screen. This view reflows the document and only shows body text. Documents opened from the Internet are opened in full screen reading view.
Web Layout shows the document as a web page.
Master Document Tools View shows an outline based on the style heading that was used in the document. This view is also used when producing a Master document and subdocuments.
Draft View is similar to what was previously known as normal view. The body of the document without headers and footers is displayed. This view doesn’t show page breaks unless they have been manually added.

6. Zoom Slider
Zoom slider
The Zoom slider zooms the document in or out. Move the slider left and right to make the screen image of the document smaller or larger.
The Zoom slider quickly makes the document larger or smaller.

7. Mini Toolbar Displays when text is selected or right-clicked
The Mini toolbar appears when text is selected or right-clicked. It contains frequently used formatting commands.
Formatting options include:
Font face
Font size
Font color
Bold
Italicize
Center text
Increase indent
Decrease indent
Bullets
Displays when text is selected or right-clicked
Contains frequently used formatting commands

8. Choose the file type if necessary
Save As
Choose where to save
Name the file
Choose the file type if necessary
Click Save
As changes are made to the document, they do not become part of a document’s file until they are saved.
Choose to save a document to a file in one of three ways: Click the Office button and select Save; Select the save button in the Quick Access Toolbar; or type Ctrl+S on the keyboard.
Save replaces the existing (original) file and the previous version is discarded.
When a document is saved for the first time, the Save As dialog box is displayed. Choose a descriptive name for the file. Note: If the file will be put on a web server, be sure the name does not contain spaces. Use the underscore key instead.
To keep the previous file intact, use Save As from the Office button menu. Rename the file or put it in a new location on the hard drive. Now the previous version and the new version are both accessible.
To save a file for others who are using previous versions of Word, use the Save As dialog box and choose the correct version in the “save as type” area.
Save: Replaces the existing (original) file
Save As: Creates a new file, leaving the existing (original) file intact

9. Margins
Create Custom Margins…
Click the Margins button and display the margins gallery
Most, if not all printers, cannot print to the edge of a page. The printer requires a grip area where the paper is held. This area varies from printer to printer; however, a ¼ inch is a normal grip requirement.
Margins are the spaces between the edge of the paper and the text on the page.
Margins give space to a document and make it easier to read. Generally, they are larger than ¼ inch for the sake of design and readability.
On the Page Layout ribbon in the Page Setup group, select Margins. Choose either a preset margin or create a Custom Margin.
If a document will be printed on both sides and bound (like a book), select a Mirrored margin. Notice Left and Right have been replaced by Inside and Outside. Inside is the portion of a the page that will be bound, whereas outside is the outside edge of the document. Give the inside margin a wider allowance for the binding.
If none of the options are appropriate for the document, choose Customize Margins… and make margin choices in the Margins tab of the Page Setup dialog box.
Margins are the white space around the top, bottom, and left- and right-hand sides of the document.

10. Page Orientation
Choose your page layout to be either Portrait or Landscape orientation.
Portrait is taller than wide.
Landscape is wider than tall.
On the Page Layout ribbon in the Page Setup group choose Orientation. Choose to set up the document’s orientation to either Portrait or Landscape.
Portrait is taller than it is wide, whereas landscape is wider than it is tall. Documents tend to be set to Portrait more often than landscape.
Each section of the document may be oriented differently. .

11. This only shows up when show/hide is on
Page Breaks
Ctrl+Enter
This only shows up when show/hide is on
When a document reaches the end of a page, Word automatically moves the text to the next page. This is a soft page break. As with the soft wrap, the page break can change when new formatting is applied or if text is inserted in a document.
A hard page break is added by the user to begin a new page. On the Insert Ribbon, in the Pages group, select Page Break. Word ends the paragraph and adds the page break to the document. The rest of the page after the break is blank and the next text begins on a new page.
Word automatically inserts a soft page break when text reaches the bottom of the page, continuing text onto the next page.
Insert a page break to start a new page.

12. Choose placement in the header or the footer
Page Numbers
Choose placement in the header or the footer
Format page numbers to adjust numbering or make other formatting changes
On the Insert ribbon in the Header & Footer group, select Page Number to insert a page number field into the header or footer.
Choose a design for the header or footer from the gallery. Directly open the headers and footers at the bottom of the gallery to make further changes.
Format page numbers using Format Page Numbers from the menu. Choose a Number format. Include chapter (section) number if appropriate and set the numbering system to Continue from a previous section or choose a number to Start at.
If you have a cover page, you can start your page numbers at zero. A page number will not show on the cover page
Use the page number button to add a page number field to the header or footer.

13. Header and Footers
Preset tabs
The Link to Previous toggle button links or unlinks Section headers and footers
On the Insert Ribbon, in the Header & Footer group, choose either Header or Footer. At the bottom of the gallery, choose a header and footer design or choose Edit Header or Edit Footer. The Design ribbon will be displayed when the header and footer is active.
There is a preset tab system in headers and footers. When a header or footer is selected, notice the tabs on the horizontal ruler. The preset tabs identify three separate areas for different information on a line. The alignments are left, center, and right. The left-hand side information starts at the left margin.
When the header and footer area of the document is active, the body text is grayed out. When the header and footer area is closed and no longer active, the body will return to full color, and the header and footers will become grayed out. This system identifies the active part of the document.
After all changes have been made, double click on the grayed out body of the document to return to the body text or close the design ribbon. Once there is data in the header or footer, simply double click the data in the header or footer to activate that area again.
Headers and footers are section specific. Each section of a document has its own header and footer. Headers and footers in sections can either continue from the previous section or can be set up differently. When a section break is added, the new header and footer will default to Link to previous. To break the link and produce a new header and footer design for the section, deselect the Link to Previous button in the Navigation group of the Design tab.
On the Insert tab, in the Header & Footer group, choose either Header or Footer.
Headers and footers always exist, whether content is in them or not.
Change headers and footers throughout the document using section breaks.

14. Spelling and Grammar Questionable spelling is underlined in red.
Squiggly lines under portions of text identify misspelled words, contextual spelling, or questionable grammar. Red lines question the spelling, blue lines question the word use, and green lines question the grammar.
Right click on an underlined word to be given options for fixing the error or use Spell and Grammar check after the document is completed.
To run spell and grammar check, click the Spelling and Grammar button in the Proofing group on the Review ribbon to get the Spelling and Grammar dialog box. Notice that the language in which the dialog box will proof is provided on the dialog box title bar.
Click the Check grammar checkbox to check grammar as well as spelling.
Word has a new contextual spelling engine which catches problem words that aren’t necessarily spelled wrong, but are used incorrectly. For example, it’s and its are often misused. Contextual spell checker finds these problems. Contextual spelling questions are shown in blue, whereas words that are simply misspelled appear in red.
Grammar check highlights grammatical errors. If Word understands the problem with the sentence, it will suggest a solution; however, revision of sentences by the writer is easily accomplished. Extremely long sentences can confuse the grammar check engine even if they are grammatically correct. Consider revising these sentences as well.
REMEMBER YOU STILL NEED TO PROOFREAD THE DOCUMENT!
Questionable spelling is underlined in red.
Contextual spelling questions are underlined in blue.
Questionable grammar is underlined in green.

15. Print only what is needed
Printing
Choose the printer
Print only what is needed
To get to the print screen, click on the Office Button and choose Print, or type Ctrl+P on the keyboard to open the print screen.
When printing documents, be sure to preview them first. Select the Office Button, Mouse over the arrow next to Print and choose Print Preview from the list. Many errors can be found on screen and previewing will save resources.
Choose the printer from the drop down list or find a printer on the network using the appropriate button on the dialog box.
Print multiple pages per sheet, only odd pages, or only even pages. Scale the document to print the document smaller.
Choose the pages to print (All, Current Page or choose a page range) and decide how many copies of the document to print. The default is 1.
Non-contiguous pages can be printed by using a comma between page numbers for example 1,15,17 in the print range, pages box.
Finally, select OK and the document will print to the selected printer.
Use Print Preview before printing to be sure the document looks exactly as you want it.
Select the Office Button, mouse over the arrow next to Print, and choose Print Preview.

16. R R Typography: Font Types
A serif
Times New Roman is a serif font.
Arial is a san-serif font.
Serif fonts have small features (serifs) at the end of strokes within letters.
San-serif fonts (without serifs) are simpler and have no extra strokes on the ends of letters.
Font designers have been producing new fonts for hundreds of years; however, they still fall into two overall groups—serif and san serif font families.
A serif font has ticks at the ends of the letters. This is an older font design that can be traced back at least as far as the Romans. The serifs, or feet, are remnants from original writing that was chiseled into stone. These are the beginnings and endings of the chiseled letters, so they were able to move into the stone on an angle.
San serif fonts are more modern, though also very old. They are simpler designs without the serifs, hence the name.
Serifs allow the reader to move more seamlessly from letter to letter, making it easier to read in body text.
San serif fonts are bolder and work well in headlines and onscreen. Since screen images are produced by dots of light, serifs can become dotty or blurry. This is becoming less of an issue with modern LCD screens.

17. Wijm Typography: Font Types (cont’d.)
Courier is a monospaced typeface
Arial is a proportional typeface.
A monospaced typeface uses the same amount of horizontal space for each letter.
A proportional typeface uses varied space, depending on the width of the letter.
Typewriters originally moved on the page the same amount for each letter. This is why monospaced typefaces look more like an old fashioned typewritten word. Each letter uses exactly the same amount of space, whether they are the letter i or the letter w.
Proportional typefaces, on the other hand, take differing amounts of space for each letter. It makes the words fit together and is much easier to read. Therefore the letter i can take up significantly less room than the letter w. Proportional typefaces look modern.

18. Typography: Type Styles
Bold Italic
Italic
Regular
Bold
Within typeface families, there are many options. Generally, the options are regular, bold, italics and bold italic. Italic may also be called oblique. There may also be differing bolding options available. However, in Word, the options are restricted to bold, italic and bold italic.
There are good reasons to use bold and italics.
Bold gives information emphasis. This is a good choice for setting up headings. Bold tends to be used at the beginning of paragraphs to make it easy to scan though the document.
Italics creates a more subtle effect and is generally used to emphasize a word or few words within a paragraph.
Italics may be used to identify a published document’s name; for example, Time Magazine. When typewriters were used to produce documents, the author would underline the name and then—when a typesetter placed the text for printing—they would replace the underlined text with italics.
Avoid underlining in documents. It looks old fashioned on paper, and it is confusing onscreen, since it looks like a hyperlink.
Use bold (Ctrl+B) for emphasis, to highlight important points, and to create contrast for headlines and subheadings.
Use italic (Ctrl+I) to create subtle emphasis and to set apart certain names and titles.

19. Two Types of Formatting
Paragraph paragraph window
Character font window
Formatting applies to the entire paragraph.
Formatting applies only to the selected characters.
Examples: alignment, margins, indents, line spacing, tab stop positions
Examples: Font, color, size and effects, character spacing
Borders and shading can apply to entire paragraph.
Borders and shading can apply only to character.
Word splits its formatting options into two major areas: paragraphs and characters.
Characters are the actual letters used to make words. To make character level formatting, select the entire group of characters to which the format should be applied. To make a change to a word, it will almost always be a character level formatting issue.
Paragraphs are the other building block of Word’s formatting process. Paragraph level formatting applies to the entire paragraph and cannot apply to only part of a paragraph.
A paragraph in Word is everything between one return and another. Use the show/hide button to see that a paragraph is set between two paragraph marks.

20. Character: Font Window
Font face
Type style
Type size
Font color
Font effects
Use when underlining characters
Preview box
Click to open the font window
To open the font window, click on the dialog box launcher on the font group.
The font window gives most of the formatting options available for character formats. Choose the font, type style, size and underlining options.
Choose a font effect, if appropriate. Look at the preview box to see how the font changes look before applying. Click OK to apply changes to the selected text.
Highlight the text to be changed.
Click the square on the Font group of the Home ribbon to get the Font dialog box.

21. Character: Font Effects
Effects available for fonts include strikethrough, superscript, subscript, shadow, emboss, engrave, and small caps.
Use strikethrough to include information that has either been changed or was part of a list and is no longer included, but should still be identified. Generally, strikethrough shows something that has been removed, but was available in a previous version.
Superscript shrinks the font size and raises the letter off the baseline. This can be used for items like 23rd, 28, or a footnote/endnote.
Subscript also shrinks the font size, but lowers the letter; for example, a molecular structure H2O (water).
Shadow, Emboss and Engrave are specialized options that should be reserved for only very limited purposes.
Shadow adds a drop shadow to the text. This is supposed to make the text look like its floating off of the paper.
Emboss and Engrave simulate lettering that has been pressed into paper, rather than having ink applied.
Small caps replaces small letters with capitals; however, the size is smaller.
All caps changes all lettering to CAPITALS.
Hidden hides text. This type of text will not be printed.

22. Character: Hidden Effect
The hidden effect is very interesting. This effect will hide the text to which it is applied so that it won’t print. This is a good effect to add to a document that has sensitive information, such as social security numbers. If the document is printed for external sources, the sensitive material isn’t printed.
To remove the effect, highlight the hidden text and remove the effect.
You can use the show/hide in paragraph group on the home tab to see what is hidden.
Hidden effect hides data that is inappropriate for printing.
Perfect for confidential information

23. This dot identifies a heading style White dot is a non-breaking space
Show/Hide Button
Show/Hide on
Tabs
The end of a paragraph
These dots are spaces
This dot identifies a heading style
Regular hyphen
Non-breaking hyphen
Line break
White dot is a non-breaking space
On the Home ribbon in the paragraph group, select Show/Hide. Show/Hide is a toggle allowing background formatting information to be seen onscreen. This information does not print.
All spaces are shown as dots.
Non breaking spaces are shown as a small circle.
Non breaking hyphens are shown as longer hyphens; however, they print like regular hyphens.
Tabs are shown as arrows.
A paragraph is all the text between two paragraph marks.
Line breaks are shown as a circular arrow.
Show/hide can help identify problems. It is a good idea to have Show/Hide on when setting tabs.
The Show/Hide button reveals formatting.
Toggles on and off
Off—how the document looks when printed

24. Character: Spacing Scale: Increases/decreases character width
Character spacing refers to the space between letters horizontally.
Scale of a character refers to how wide it is. The default is 100%, which is exactly how the letter was originally designed. Using a percentage over 100 will give a wider letter, while less than 100 will narrow the letter. The human eye tends to notice a change when scaling is greater than 110% (wider) or 90% (narrower).
Use spacing to give letters breathing room or to bring characters together more tightly. Expanded opens up space between letters, while condensed narrows that space. You can choose precisely how much space to add, using the “By” area.
Notice that type is measured in Points (pt). There are 72 points in an inch. For example, 12 point type is the default size of Word documents. A letter that is 12 points is 12/72 of an inch in height.
Position will either raise or lower the letters off the baseline of the line. The baseline is the imaginary line that letters sit on. Some letters, like g and j, fall below the baseline; however, most sit on the line itself.
Kerning is the art of spacing letters. When some letters, such as z and e are placed together, the empty space around the letters make them look odd, particularly at larger point sizes. Kerning fixes this problem. Word begins kerning with type that is larger than the size chosen here. The default is 14 points.
Scale: Increases/decreases character width
Spacing: Increases/decreases space between characters
Position: Raises/lowers text from baseline

25. Character: Highlighting Text
Highlight button
Cursor changes to highlight tool when on
Highlighting text is a button on font menu that adds background shading to the text selected. Choose a background color. This works very much like a highlighter pen in a textbook. Use highlighting to emphasize text.
The highlighting button is a toggle which turns on the tool to select the text to highlight. When the highlight tool is on, all selected text will be highlighted. To turn off highlighting, click the button again.
Highlighting in Word, as in real life, helps ideas get noticed.
The Highlight button toggles on/off.

26. Format Painter Single-click to apply the format once.
Choose text or paragraph that displays the formatting to be copied
Select text or paragraphs to be formatted
Painter tool
Single-click to apply the format once.
Double-click to apply format in multiple places.
Select text to apply only character formatting.
Select entire paragraphs to apply paragraph formatting.
Format Painter is a great tool to use to make format changes across the entire document.
Select the formatted text that contains the formatting to be applied to other places in the document. On the Home ribbon, in the Clipboard group, choose Format Painter. Click Format Painter once to apply the formatting to only one other place in the document. Double click Format Painter to leave it on and apply the formatting to multiple places in the document. Finally, select the text to which the selected formatting is to be applied.

27. Formatting a Paragraph
Paragraph-level formatting applies to the entire paragraph.
Even when an entire paragraph is not selected, the Format Paragraph commands affect the entire paragraph.
A paragraph format must apply to the entire paragraph. When the enter key is used to start a new paragraph, the previous paragraph’s formatting applies to the new paragraph as well.
Examples of paragraph formatting options are:
Alignment
Indention
Line spacing
Paragraph spacing

28. Paragraph: Setting Tabs
Default tab stops
Set tab stop positions
List of set tab stops
Alignment of set tabs
Leaders for set tabs
Tab stop on ruler
Tabs may be used to achieve a columnar form without using a table. Most people simply use the tab key multiple times to space items. This isn’t the best way to set up tabular data.
Tab stops originally were little metal pieces on a typewriter’s ruler that moved, to indicate where the typewriter was to stop. Word can do much more with tab stops.
There are five types of tabs: left, right, center, decimal and bar.
To make a tab move to a specific place on a line, set a tab for optimal control.
Before setting tabs, first type ONE tab between each item to be set in the columnar tab system. Do not type more than one tab between columnar information or the tab system will not work. Tab stops only apply to tabs; therefore, you must have tabs in the information.
Tab stops are paragraph level, so all paragraphs or lines that need to have tab stops applied MUST be selected before setting the tabs. Once tabs are set on a paragraph, they are applied to future paragraphs when the enter key is used from the paragraph with the tab stop.
Once the paragraphs are selected, click the Paragraph box on the Paragraph group of the Home ribbon. At the bottom, select the Tab button. Type in a tab stop position. Choose the alignment option and a Leader, if appropriate. Click the Set button.
The Tab stop will be added to the list below the Tab stop position area. Enter as many tab stops as needed. Click OK. The tab stops will be applied.
Default tabs are the settings when no tab has been set.
A set tab replaces default tabs with a single tab.
Default tabs continue after a set tab.

29. Paragraph: Tabs on the Ruler
Click here to cycle through tab and alignment options
Click on the ruler to put the default tab style (displayed in the square at the beginning of the ruler) in that position
A quick way to set a tab stop is to simply use the ruler.
Click the square on the left-hand side of the ruler. This will show each item that may be added to the ruler. Place the mouse over the square and Word will identify the component. The one showing on the slide is a left tab.
Click through the components, exposing the one to be added to the ruler.
Before beginning, turn on Show/Hide to see the tabs in the document.
Be sure tabs are placed with the tab key in each of the lines (paragraphs) to set the tab stops. If there are no tabs, there is nothing to which to apply the tab stops.
Highlight the paragraphs that need to have tab stops set up.
Click the ruler where the tab stop is to be set and a tab stop is set for all of the highlighted paragraphs. Notice how the paragraphs’ tabbed information moves.
Double click on the tab on the ruler to quickly open the tab window.
To move a tab on the ruler, highlight affected paragraphs and them simply drag the tab to the new position. If you forget to highlight the paragraphs, then only the paragraph where the insertion point is will change.
To remove a tab stop, highlight the affected paragraphs and pull the tab off the ruler by dragging down and releasing the mouse button. When the button is released, the tab will be gone.
When a group of paragraphs are highlighted, and the tabs on the ruler are gray, you know that the paragraphs have different tab stops positions set up. Double click a tab to apply it to all selected paragraphs (and it will turn black) or drag inappropriate tabs off to remove them.
If the tab stops are not functioning correctly, use the clear all button in the tab window to delete all tab stops and start over.
Click through ruler items in the square.
Click on the ruler to place the tab.
Remove a tab by dragging it off the ruler.
Grayed-out tabs mean the selected paragraphs have different tabs stops.

30. Choose to apply to paragraph or text
Borders and Shading
Choose to apply to paragraph or text
Borders and Shading can be applied to separate characters or paragraphs.
When applied to characters, it surrounds only the selected text.
When applied to paragraphs, it goes from left indent to right indent for the entire paragraph.
Borders and Shading may be applied to characters or paragraphs (or tables or cells).
When Borders and Shading is applied to characters, it will apply only to the selected text within the rectangle. The highlight key is a shortcut to adding shading behind text.
To add borders or shading to a paragraph, the choices will be applied from indent to indent (or margin to margin if no indent has been made) as a rectangle. Shades again apply behind the text.
You may place borders on all sides of the characters or paragraphs, or choose to apply them only to certain portions. For example, adding a simple line on the left of an indented section will make that section stand out without removing it entirely from the rest of the text by bordering it on all sides.

31. Paragraph: Bulleted Lists
Bulleted lists are a way to identify list items in no particular order. Bullets and numbers are both paragraph level changes.
Use bullets to list items without a hierarchy; however, use numbers when hierarchies are necessary (first, second, third, etc.).
Identify an internal list—a list within a list—by using the increase indent and decrease indent buttons. This will provide the second level of bullets in a group and indent the secondary list so it is identified as subsidiary to the item in the upper level list.
Use bullets and numbering to produce an outline; however, this is different from the outline view.
Bullets apply to each paragraph.
Use Increase and Decrease Indent buttons to change the outline level.

32. Paragraph: Columns
Column button
Preset options
Make your own
Each can be different widths
Gutter (space) between columns
Add a line between columns
Apply-to choices
Columns can be added to a document in a section, or applied to the entire document.
Add either a preset column design (singe, double, triple, left and right) or make a new one.
Columns have two parts—the column itself and the gutter between columns.
Set up either equal column widths or different widths for specific columns.
For control over where the column breaks, insert a column break at the point the content needs to move to the next column.
Note: When adding a graphic in the middle of a document with text that wraps around both sides, first set the text in columns, and then place the graphic on the gutter. Word will then wrap the text in so it is easier to read, because the viewer moves down one side of the graphic and then to the other side of the graphic (rather than reading though the graphic). Open any magazine that uses columns, and notice how wrapped graphics are placed on a gutter between columns to make it easier to read around.
Columns can be applied to the entire document, to sections, or to highlighted paragraphs.
Use column breaks to force content into a new column.

33. Use the options button to change the styles used to generate the TOC
Table of Contents
Click for the built-in TOC tool. Use “Insert table of contents field” to open the Table of Contents window
Choose the leader
Use the options button to change the styles used to generate the TOC
A Table of contents can be automatically generated using the hierarchy of heading styles that have been set up in the document. On the References ribbon in the Table of Contents group, select Table of contents. Either use the default system, or use the Options button to identify the styles to be used as a basis for the Table of contents. Choose a leader for the table.
The table of contents (TOC) is automatically generated based on the heading styles applied in the document.

34. Use Mark All to find all entries for the term
Creating an Index
Insert the index first
Then mark entries
Use Mark All to find all entries for the term
Indexes can also be created automatically.
First, insert an index into the document. Then mark the entries to be inserted.
Add the words, and then use the Find all entries for the term to quickly identify all references to the word. Remove references that aren’t appropriate.
Word can add an alphabetized index to the document.
To add items, use the “Mark Index Entry” window.

35. Parts of a Table Table Click this icon to select the entire table
Row
Cell
Column
Cell merged across columns
Click this icon to select the entire table
Table
You build a table using columns and rows. The intersection of each column and row is a cell. In a table you can merge cells together eliminating column and row boundaries. Table and spreadsheet titles often use this feature. “Vacation Planner”, the title in this table is actually 4 merged cells. Cells are merged again at the bottom of the table where it reads Total of Expected Expenses.

36. Three Options for Inserting a Table
To insert a table use one of the following three methods.
Click the Insert table button found on the Insert ribbon and choose how many columns and rows need using the displayed grid.
Use the Insert Table tool and type the number of columns and rows you would like.
Finally, you can draw the table, using the Draw Table tool, but this tool can be difficult to control. When you are finished drawing your table, click the Draw Table tool again to toggle the tool off.
You will see that you can also insert an Excel spreadsheet, an excellent choice
if formulas are to be part of the table. You can create formulas in a Word table
but there are fewer choices and they may prove more difficult.
Quick tables provides default table designs. You can add your own table
design to the gallery making it readily available whenever you open a new file.
Choose the columns and rows using the grid.
Choose the insert table option.
Draw a table.

37. Using Tab in a Table Tab in a table moves you to the next cell.
Using the Tab key moves you from cell to cell
Use the Tab key to move from cell to cell in a table. When you are in the final cell of a table, typing a Tab will give you an entire new row of cells.
If you need to add a tab to your cell, type Ctrl+Tab to insert a tab to a cell.
When you use the Enter key, you stay inside of the cell and you begin a new paragraph inside of the cell.
Tab in a table moves you to the next cell.
To add a tab character to a cell, use Ctrl+Tab.

38. Insert Rows or Columns
Insert and delete rows and columns using the buttons provided.
To delete only the data in the cells, highlight and use the Delete key from your keyboard.
On the Layout tab, you will find the Insert Rows and Columns tool. The buttons clearly show how the row or column will be inserted.
The Insert Above and Delete tools are oversized because these are used most often.
To delete a row or column, position your cursor in the row or column you want to delete and click the Delete button on the ribbon.
If you want to delete the contents within the cell, highlight the data in the cell and press the Delete on your keyboard.

39. Merge and Split Cells Highlight the cells you want to merge.
Next to the rows and columns area on the ribbon, you will see the Merge area.
You merge cells together by first highlighting the cells then click the Merge Cells button.
To split a cell into two cells, highlight the cell you want to split, and click the Split Cells button.
You can also split tables highlighting the row where the second table should begin and clicking Split Table.
Highlight the cells you want to merge.
Select the Merge Cells button on the toolbar.

40. Graphic Tools Clip art Pictures WordArt Symbols
Graphic tools add flair to documents. Be aware that graphics should enhance documents by adding character and readability to the document. Be careful not to overpower documents with imagery.
Graphic tools include Clip Art, pictures, WordArt and symbols.

41. Copyright
Copyright protects work and gives its producer exclusive rights to its use and reproduction.
Assume all work on the Internet is copyrighted and do not use something unless it is expressly stated to be in the public domain.
Be sure to read all license agreements to see how you may use an image.
Copyright has been part of Western society since 1710 (the English Statute of Anne). Its protection is included in the United States Constitution and has been explained in US law. Copyright is considered important to society because it ensures those who produce work can benefit from that work. Copyright protection is extended to anyone who produces a copyrightable work at the time the work is produced.
Current copyright is a form of protection provided by the laws of the United States (title 17, U. S. Code) to the authors of “original works of authorship,” including literary, dramatic, musical, artistic, and certain other intellectual works. This protection is available to both published and unpublished works. Section 106 of the 1976 Copyright Act generally gives the owner of copyright the exclusive right to do and to authorize others to do the following:
To reproduce the work in copies or phonorecords;
To prepare derivative works based upon the work;
To distribute copies or phonorecords of the work to the public by sale or other transfer of ownership, or by rental, lease, or lending;
To perform the work publicly, in the case of literary, musical, dramatic, and choreographic works, pantomimes, and motion pictures and other audiovisual works;
To display the work publicly, in the case of literary, musical, dramatic, and choreographic works, pantomimes, and pictorial, graphic, or sculptural works, including the individual images of a motion picture or other audiovisual work; and In the case of sound recordings, to perform the work publicly by means of a digital audio transmission.
(from

42. Inserting Clip Art Insert Clip Art opens the Clip Art task pane.
Insert Clip Art opens the Clip Art task panel
Clip Art is the simplest way to add a graphic element to your documents. Microsoft extends a license for the clip art contained in the program and on Microsoft’s web site with certain limitations. When you own Office, you may use the clip art in your documents, including on your web pages. You may not resell your documents or templates with Microsoft clip art included. You may not make logos, business cards, and the like with Microsoft’s clip art. Microsoft’s licensing information is available on their website at
Open the Clip Art task pane by clicking on the clip art button on the Insert ribbon.
Insert Clip Art opens the Clip Art task pane.

43. Clip Art Task Pane Search for clips by keyword.
Limit search by collection and/or media
Use keywords when searching for art
Opens your browser and takes you to Microsoft’s site to search for more clips
Inserts where
the cursor is on your page
Opens the Clip Art Organizer
Finding relevant images is simple. Type in a keyword to search for images. Limit the search by collection or media. Click the down arrow for options. Sort through the images returned. Once an image has been identified, double click on the selection and it will be inserted into the document at the insertion point.
There are more pieces of clip art available online. If the computer is connected to the Internet, simply click the Clip art on Office Online link. This will open your browser and take you to Microsoft’s Clip art and Media homepage.
There are thousands of Clip Art images available on the Microsoft site. Again, search using keywords. Limit the search by collection or media.
It is better to search using the singular (flower rather than flowers) and shorten the word to its essentials (horse rather than horseman or horsemen) you will get more images returned.
As you identify the art you would like, add it to the basket. When done with selecting art, follow the directions onscreen to download the art to your computer and get it into the organizer.
Search for clips by keyword.
Limit your search by collection or media.
To position image where your insertion point is, double-click image.

44. Inserting a Picture
Insert Picture opens a dialog box to browse to your saved picture file
Add your own picture from a saved file on your computer.
Pictures may be from a digital camera, scanned, or found on the Internet.
If you get a picture online, be sure it is from a legal source.
To add an image that is not part of clip art, click the Picture button on the Insert ribbon. Images must be digitized and saved in a file on your computer. Images may come from a digital camera or be scanned on a scanner. Images found or purchased from the Internet will also generally be inserted using the Picture button. No matter where the image comes from, it must be saved as a file on the computer.
The Insert Picture button opens a dialog box in which you may browse to the image on the computer.
If images are coming from the Internet, assume all images are copyrighted and unavailable unless otherwise noted. There are sites that offer imagery for free or sale. Be sure you read all licensing agreements so you know how you may use and present an image.

45. Text Wrapping Choose how your graphic interacts with text.
Acts like a character
Wrapping options
Acts like a watermark
Art will cover text
Images may need to interact with document text. There are multiple ways to allow this. Click on the Arrange area of the format ribbon you will find Text Wrapping. Text can go around the object in many ways.
Choices are In Line With Text, Square, Tight, Behind Text, In Front of Text, Top and Bottom, and Through.
Choose how your graphic interacts with text.
Square and Tight wrap the text around the graphic.

46. WordArt Create decorative text. Text becomes an image as WordArt.
Choose your design
WordArt is a special type of object. It takes type and applies styles to it to make it interesting. Once text becomes WordArt, it is treated as a graphic.
Choose the basic WordArt design you would like from the choices given.
Create decorative text.
Text becomes an image as WordArt.

47. WordArt—Write the Text
Type your text
Choose the font
Choose the size
Choose bold or italics
Add text to the Edit WordArt text dialog box. Type in the text. It will wrap in the window but unless the Enter key is used, it will be on the same line.
Choose font, size and bold or italics.
Click OK when you are done.
Add text.
Press enter for another line of text.
Choose font, size, bold or italics.
Click OK.

48. Formatting WordArt
Change the WordArt style
Shape Fill—changes color
Shape Outline—changes border color
Change Shape—changes WordArt shape
Text area deals with text options
Drop shadow effects
3D effects
Arrange—deals with interaction of different objects with each other and the document’s text
Once the basic WordArt is added to the document, more changes can be made.
While the WordArt is selected, make choices for letter spacing, direction of the text, alignment and other options are on the Text area of the Format ribbon.
Other options on the Format ribbon include the style, fill, outline and shape of the text.
If the WordArt includes a shadow, one can change the shadow effect. Choose a new color for the shadow at the bottom of the shadow effects tool.
If you have or want 3D effects, you can apply them on the 3D effects tool area.
Note: you cannot have both a shadow and 3D effect in place at the same time.
Text wrapping options are available for WordArt just as with images. Remember once you have changed text into WordArt, it is treated as a graphic object.
The Format WordArt ribbon makes changes to the WordArt.

49. Inserting Symbols Add symbols not found on the keyboard
More symbols if you don’t see the symbol you are looking for
On the Insert Ribbon, click the Symbol button in the Symbol area. Insert symbols into a document when needed. Examples include adding a copyright, registered, trademark, or other symbol. Use the Symbol dialog box to add foreign language accents.
The computer includes special symbol fonts like webdings and wingdings. Choose the font you want to use, and find the symbol you need. Select it and it will be placed where your insertion point is.
Symbols are treated as text and can be manipulated as such.
Add symbols not found on the keyboard
Use fonts such as Wingdings or Webdings

50. References
References are used for many reasons:
For citing quoted sources in a document thus avoiding plagiarism
Adding supplemental information to a document
Producing a list of captions, a table of authorities or other supplemental resources
Provide supplemental information and citations using different references.

51. References: Cite Sources
Choose source type
Add source information
Many documents contain a variety of sources to supplement the ideas in the document. Citations in footnotes, endnotes and bibliographies allow the acknowledgment of sources without interrupting the flow of the document. Before producing these citations, first add the sources to the source list.
On the References ribbon in the Citations & Bibliography group select Insert Citation. In the Create Source dialog box add the sources from the document. The Create Source dialog box supports adding sources from the following:
Books
Book Sections
Journal Articles
Articles in Periodicals
Conference proceedings
Reports
Web sites
Documents from Web sites
Electronic sources
Art
Sound recordings
Performances
Films
Interviews
Patents
Legal cases
Miscellaneous sources
As sources are added, they are added both to the current document list and a master list.
Add Citation Sources to the document before creating footnotes, endnotes or bibliographies.

52. Reference: Current vs. Master Lists
The current document contains the entered citation sources in the Current List.
All citations entered on the computer are compiled into a Master List and are available to any other document on the computer.
Sources added in the Create Source dialog box are kept in a list attached to the document. These sources can be used in footnotes, endnotes and as the bibliography. Additionally when sources are added they are added to the Master list as well. The Master list is a list of all sources added on the computer. They are kept in a list so they are available to any document produced on the computer.

53. Source Manager
Sources available on the computer
Sources used in this document
Find outside source lists
Copy the source to the current document
On the References ribbon in the Citations & Bibliography group select Manage Sources. In the Source Manager dialog box add sources from the Master list to the Current list and the source is available to the bibliography, footnote or endnote.
To find a specific source, use the search option. Highlight the source to be added to the Current document and click Copy. If changes to the source are necessary use Edit. New sources may be added by selecting New.
Find outside sources for the computer’s Master list select the Browse button.
Use the Source Manager to add and edit sources in the document.

54. References: Bibliographies
Once all the sources have been added a bibliography may be created. Bibliographies or Works Cited sections contain the cited sources of a document. Select Bibliography in the Citations & Bibliography group of the References ribbon and click Insert Bibliography. The sources on the current list will be added to the bibliography.
Insert a bibliography using the current document’s sources.
Choose the citation format style for the bibliography.

55. References: Writing Styles
Select the bibliography and choose the Style for the sources. Writing style guidelines differ from discipline to discipline. Word incorporates many well known styles. Select a style and the sources are presented in the style chosen.
Word can automatically apply commonly used citation format styles to the bibliography.

56. References: Footnotes
Reference number
Footnotes
A footnote is referred to in the body of the document and the information is presented at the bottom of the document. Place the insertion point where the reference number is to be placed. In the Footnotes group in the References ribbon choose Insert Footnote. Either insert new information or use a source from the source list.
Footnotes are attached to their reference number. When a reference number moves to a new page, the footnote automatically follows.
Footnotes number automatically. If one is deleted or inserted, the footnotes re-number automatically.
Footnotes are citations that appear at the bottom of the page.
Place the insertion point where the footnote is to be referenced in the text.

57. References: Endnotes
Endnotes are similar to footnotes however they display at the end of a document rather than on the bottom of a page. Insert an Endnote by placing the insertion point where the endnote reference is to be placed and select Endnote on the Footnotes group of the References ribbon.
Add the information to be added to the endnote or select a source to be cited from the Current list.
Endnotes also number automatically and re-number as they are added or deleted.
Endnotes are citations that appear at the end of a document.
Place the insertion point where the endnote is to be referenced in the text.

58. References: Cross-references
Choose the reference type
Choose the reference
Cross-references are notes in the text referring to another place in the document for more information.
Position the cursor where the reference occurs. Select Cross-reference in the Captions group of the References ribbon. In the Cross-reference dialog box, choose the reference type and what it will be referenced to. If the document will be read online, check Insert as hyperlink.
A note in the text referring the reader to another place in the text for more information

59. Lab and Homework
Two Labs today: 1) Virtual Library lab 2) Microsoft Word lab
Check your lab handout sheets for pages you are expected to print out and turn in to prove you did the work
Start with Virtual Library lab first
Continue on to Microsoft Word lab
Anything you don’t complete in lab is assigned for HW