1. Creating Documents with Microsoft Word 2013
GO! All In One 2/E
By: Shelley Gaskin, Nancy Graviett, Debra Geoghan
Chapter 7
Creating Documents with Microsoft Word 2013
The focus of this chapter is on creating documents in Microsoft Word You will explore the concepts related to creating a newsletter and developing a research paper that follows MLA style guidelines.
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Objectives
Create a New Document and Insert Text
Change Document and Paragraph Layout
Format Text
Set Tab Stops
Insert and Format Graphics
Insert and Modify Text Boxes and Shapes
In this chapter, you will use Microsoft Word as you create a newsletter and a research paper. You will format a two-column newsletter, and use Word tools to provide citations, footnotes, and a bibliography for the research paper.
These objectives focus on creating the newsletter:
Create a New Document and Insert Text
Change Document and Paragraph Layout
Format Text
Set Tab Stops
Insert and Format Graphics
Insert and Modify Text Boxes and Shapes
The objectives continue on the next slide.
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Objectives (cont.)
Insert and Format a SmartArt Graphic
Preview and Print a Document
Create a Research Paper
Proofread and Correct a Document
Insert Footnotes in a Research Paper
Create Citations and a Bibliography in a Research Paper
Additional newsletter objectives include:
Insert and Format a SmartArt Graphic
Preview and Print a Document
The following objectives focus on the research paper:
Create a Research Paper
Proofread and Correct a Document
Insert Footnotes in a Research Paper
Create Citations and a Bibliography in a Research Paper
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4. Create a New Document and Insert Text
Nonprinting character
Word processing programs, such as Word, enable you to edit, or make changes, to the text. To assist you in formatting a document, you can turn on formatting marks or nonprinting characters which indicate the position of spaces, paragraph breaks, and tabs in the document. These formatting marks are not displayed on a printed copy of the text. Click the Show/Hide button on the HOME tab to display the formatting marks.
As you create a new document, you can type the text or add it from another source. Use the INSERT tab Object button arrow to select Text from File to specify an existing file from which you want to insert text. As you type text, the wordwrap feature moves the next word to the following line when it will not fit within the right margin. It is not necessary to press Enter at the end of each line.
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5. Change Document and Paragraph Layout
Margins and columns are part of the document and paragraph layout. Margins are the space between the text and the edges of the paper. The default margins in Word are 1 inch for the left, right, top, and bottom. Tabs and text alignment are paragraph layout options.
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6. Change Document and Paragraph Layout (cont.)
Columns display text in shorter lines that are easier to read. Column options are available on the PAGE LAYOUT tab and you have many choices for column layouts. When you apply more than one column to a document, section breaks indicate the end of one section and the beginning of another. Each section, or portion of the document, can be formatted differently. Using the Page Breaks and Section Breaks gallery on the PAGE LAYOUT tab, you can add a manual column break to control the placement of the end of a column. A dotted line, called a column break indicator, displays at the bottom of the column.
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7. Change Document and Paragraph Layout (cont.)
Margins are adjusted using the PAGE LAYOUT tab Margins gallery. Click Custom Margins to view and change the margins using the Page Setup dialog box.
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8. Change Document and Paragraph Layout (cont.)
Align left:
Text lines up on the left, uneven on the right
Align right:
Text lines up on the right, uneven on the left
Center alignment:
Text centered between margins
Justified alignment:
Text aligned evenly on left and right margins
Alignment is the placement of text or other objects in relationship to the left and right margins. Left alignment is the default in Word. In left alignment, the text lines up at the left margin, and is uneven on the right margin. When you use right alignment, the text lines up on the right, with an uneven left margin. This type of alignment can be difficult to read, so reserve it for limited amounts of text. Center alignment places each line of text centered between the margins. Justified alignment, often used in formal documents, aligns the text evenly at the left and right margins by adding additional space between words. Justified alignment is commonly used in newsletters.
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9. Change Document and Paragraph Layout (cont.)
Adding spacing between paragraphs enables you to distinguish between parts of the document. For instance, you may remove some space after a subheading to make it appear closer to the paragraph. Use the Line and Paragraph Spacing button on the PAGE LAYOUT tab to select spacing options. It is important to note that you must select the text for which you want to alter the spacing of before you change the spacing options.
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Format Text
Text formatting improves the readability and visual appeal of your document. Text effects can be used to draw attention to important sections of the document. These decorative font formats make text stand out. The HOME tab contains the Text Effects gallery, which includes options such as shadow, reflection, glow, and outline. You can also change the font size and color to draw attention to text. An example of a place where you might use text effects is in the nameplate of a newsletter, which is the banner across the front page which identifies the publication.
After you have applied text effects, you can use the Format Painter to copy the formatting and add it to another location in the document. This saves you time and effort as you design a document.
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Format Text (cont.)
Hyperlinks are objects, such as text, buttons, or pictures, that you can click to access other resources, which include webpages, other sections of the active page, or another document. If you type a webpage URL or an address into a document, Word automatically formats it as a hyperlink, but you can add other hyperlinks using the INSERT tab. Hyperlinks are formatted as underlined and blue by default.
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Set Tab Stops
Tab stops are used to indent and align text. Using the horizontal ruler, click the Tab Alignment button repeatedly until you see the tab marker for the type of tab you want to apply. Click the location on the horizontal ruler to set the tab. Tab alignment options include left tab, center tab, right tab, decimal tab, bar tab, first line indent, and hanging indent.
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13. Insert and Format Graphics
Graphics add visual appeal to documents and enable understanding of the content more quickly. You have seen many graphics in documents no doubt. Drawing objects are a type of graphic, and include shapes, lines, diagrams, and more.
Use the INSERT tab to add graphics to a Word document. Pictures are inserted as inline objects, which means they appear directly where the insertion point is located. After placing a picture in a document, you can resize and rotate the graphic. The Layout Options button displays when the graphic is selected, and has commands you can use to change the way the graphic interacts with the surrounding text.
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14. Insert and Format Graphics (cont.)
When a graphic is selected, the PICTURE TOOLS FORMAT tab can be used to adjust the picture. The Size group spin boxes enable you to change the height or width of the graphic proportionally.
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15. Insert and Format Graphics (cont.)
Although, by default, graphics are placed on a page as an inline object, you can change the graphic to a floating object that enables you to move it independently. Select the picture and then click the Layout Options button that appears to the right of the selected picture. The Layout Options Gallery displays the options you have, including text wrapping, which controls the way text displays around the object. When you apply text wrapping, the object is anchored to a specific paragraph in the document. Square text wrapping, a common method, places the text to the left or right of the graphic. You can also select the wrap option on the PICTURE TOOLS FORMAT tab when the picture is selected.
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16. Insert and Format Graphics (cont.)
Alignment guides assist you as you resize or move a graphic. The guides are displayed as green vertical or horizontal lines which indicate the placement of the object relative to the text and margins in the document. With the picture selected, you can nudge it in small increments by pushing the arrow keys.
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17. Insert and Format Graphics (cont.)
Picture styles are used to stylize an image with shapes, shadows, frames, borders, and special effects, while artistic effects make the pictures look more like sketches or paintings. Both methods for altering graphics are available on the PICTURE TOOLS FORMAT tab.
Borders can also be added to a page to help to focus the information on the page. Click the DESIGN tab, and then click Page Borders to display the Borders and Shading dialog box. You can select the box setting and the style, color, and width of the border line. Be sure to select Whole document in the Apply to box in order to place the border around the page.
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18. Insert and Modify Text Boxes and Shapes
By adding text boxes and shapes, you can add visual interest to your document. A shape is an object such as a line, box, arrow, or banner. A text box is a movable, resizable container for text or graphics. It can be handy for placing text anywhere on the document and formatting it for emphasis. Both shapes and text boxes are available on the INSERT tab. Many of the shapes are drawn by dragging the pointer. Right-click shapes and then click Add Text to add words to shapes. Formatting the font enables you to increase the size or change the font. You can also apply alignment to the text.
As you type text in a text box, you can further control the appearance by inserting a manual line break, which ends a line of text without creating a new paragraph. Press Shift and Enter to insert a manual line break. You will see a bent arrow when you display nonprinting characters to indicate a line break.
When you select a shape or text box, changes can be made using the Layout Options button or the DRAWING TOOLS FORMAT tab. You can change the size of the object, modify the colors of the fill or outline, and set the absolute position of the object.
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19. Insert and Format a SmartArt Graphic
SmartArt graphics are designer-quality visual representations of information that explain content and add visual appeal to your document. Various layouts are available for SmartArt graphics. The SmartArt gallery, on the INSERT tab, contains categories of graphics from which you choose. A preview is displayed so you can get an idea of which graphic would best portray your information.
After you select the type of SmartArt, you type the top-level points and subpoints into the Text Pane, pressing the down arrow after each line of text. The information is automatically placed within the SmartArt graphic. You can increase or decrease the level of a point, by clicking either the Promote or Demote button.
You can resize and recolor the SmartArt Graphic using the SMARTART TOOLS FORMAT tab. Styles provide options to increase the visual appeal of the graphic.
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20. Preview and Print a Document
As you work on a document, you should preview it to make sure the layout is what you intend. Before you print a document, review it carefully in Print Preview on the Backstage view to ensure that you are satisfied. This saves paper and time. Zoom sliders enable you to view the document up close and at a distance. While viewing the document on the Backstage view, you can set tags to describe the document.
Click Print on the Backstage view to create a printout. You can also export the document as a PDF or XPS document.
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21. Create a Research Paper
Styles:
Modern Language Association (MLA)
American Psychological Association (APA)
Style guides are manuals that describe the standards for the design and writing of research documents. Most college students use the Modern Language Association (MLA) or the American Psychological Association (APA) style, although there are several other style guides. The style guides specify margin widths, indents, and line spacing, along with the format for headers and footers, citations, footnotes, page numbering, and more.
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22. Create a Research Paper (cont.)
Paragraph indents are part of the style standards, and for the MLA style, the indentation at the beginning of each paragraph is 0.5 inches. Indentation helps the reader by indicating the beginning of a new paragraph in the text.
Style guides also specify the line spacing, which is the distance between the lines of text. Single spacing is commonly used in business documents, but can be difficult to read on a computer screen. Multiple 1.08 spacing is the default line spacing in Word College research papers are often required to be double-spaced. Line spacing is selected on the HOME tab.
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23. Proofread and Correct a Document
Text that you type into Word is compared to the Office dictionary. Phrases and punctuation are checked against a list of grammar rules. When something does not match the dictionary, a wavy red line appears below the word. When a potential grammar error is detected, a wavy blue line appears under the phrase. Keep in mind that your spelling or grammar may be correct, so consider the error markings as a friendly reminder. For instance, proper names are often flagged as incorrectly spelled.
You can also use the Spelling pane available on the REVIEW tab to check the spelling and grammar of your document. Misspelled words appear one by one in the Spelling pane, and you can select to ignore the spelling, add the spelling to the dictionary, or select a correct spelling from a list and change the word.
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24. Proofread and Correct a Document (cont.)
The Thesaurus tool lists synonyms of words. You might use this tool if you are trying to think of just the right word or if you find multiple occurrences of the same word in a sentence or paragraph. Select a word in the document and right-click to view the shortcut menu. Point to Synonyms and then select the word you would like to use. This replaces the word with the new one that you selected. The Thesaurus is available on the REVIEW tab.
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25. Proofread and Correct a Document (cont.)
The Find command enables you to quickly find specific text in the document. You can search for a few letters, full words, or phrases. For instance, in a business document you may use an abbreviation that you later decide should be spelled out completely. Use Find on the HOME tab to highlight all the instances of the abbreviation in the Navigation pane.
The Find and Replace command makes it even easier to change all of the instances of the abbreviation to the full words. Click Replace on the HOME tab to open the Find and Replace dialog box. Type the word or abbreviation you want to find in the Find what box. Type the replacement word or phrase in the Replace with box. Click Replace to perform individual replacements, or click Replace All to replace all of the words at one time.
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26. Insert Footnotes in a Research Paper
Footnotes are used in research documents to provide information that expands upon the topic but that doesn’t fit well in the document text. Numbers refer to the footnotes which are displayed at the bottom of the page. Endnotes are displayed at the end of the document or chapter.
Word automatically numbers footnotes, and makes adjustments if you add or delete a footnote. Footnotes can be added as you type the document or after the document is complete.
As you are typing the document, click Insert Footnote on the REFERENCES tab. The insertion point moves to the bottom of the page so you can type the footnote text. A number is automatically generated in the text where you were previously typing. A short black line separates the footnote area from the main text of the document. The footnote font is slightly smaller and the line spacing is single-spaced.
Endnotes are inserted in a similar fashion, except you use the Insert Endnote command on the REFERENCES tab.
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27. Insert Footnotes in a Research Paper (cont.)
Styles are groups of formatting commands available in Word. Settings for fonts, font size, font color, paragraph alignment, and line spacing can be applied to paragraphs with one click. Footnotes have a default style applied as you type them, but you can easily modify the style to fit your needs and the style standards you are using for your research paper. Right-click on the footnote text and click Style to open the Style dialog box. Click Modify to open the Modify Style dialog box, where you can adjust the indents and spacing.
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28. Create Citations and a Bibliography in a Research Paper
As you write research papers, the sources you consulted must be credited. A citation is a note inserted into the text that refers the reader to a source that you have listed in the bibliography. The bibliography appears at the end of the document and lists the sources referred to in the document. The title of the bibliography is usually Works Cited when you are using the MLA style standards. Parenthetical references include the last name of the author, or authors, and page number in the referenced source.
Use the REFERENCE tab to create a source for the citation. Click Insert Citation, and then select the type of resource; for instance a webpage, journal article, or book; and then type the source information. The citation is later edited to include the page reference as needed using the Edit Citation dialog box.
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29. Create Citations and a Bibliography in a Research Paper (cont.)
Prior to creating a bibliography page, you will insert a manual page break to ensure that the bibliography begins on a new page. The page break indicator displays at the bottom of the page.
On the REFERENCES tab, click Bibliography, and then click Insert Bibliography. All of the citation sources you have typed are displayed in alphabetical order by author name. You can then format the bibliography as needed. For instance, the MLA guidelines require that the bibliography be double-spaced, and that each entry use a hanging indent, which extends the first line of the text 0.5 inches to the left of the remaining lines.
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GO! with Office 365
Team—group of workers solving a problem, making a decision, or creating a product
Collaboration—working together
Microsoft Office 365—services that support team collaboration
A team is a group of workers who are tasked with solving a problem, making a decision, or creating a product. You have probably participated as a team member in your personal or work life. Collaboration is the process of working with other people to achieve a shared goal or to complete a shared task. Microsoft Office 365 offers access to , web conferencing, documents, and calendars which support the collaborative process using Internet-connected devices, such as computers, tablets, or mobile phones.
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Summary
Newsletters have columns to make them easier to read
Graphic elements provide information and visual interest in a document
MLA style guidelines prescribe the format for a research paper
Tools in Word enable you to proofread and improve the document.
In this chapter, you used Word to create and format a newsletter and a research paper.
Newsletters have columns to make them easier to read. Graphic elements in documents provide additional information and draw the reader’s attention to the document. The Modern Language Association (MLA) style guidelines prescribe the format for a research paper, including the document header, margins, line spacing, indenting, and references. Tools in Word enable to you proofread and improve the document.
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Questions
As you complete this chapter using Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters.
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