Microsoft Office 2007Illustrated Introductory, Windows XP Edition

1
Microsoft Office 2007-Illustrated Introductory,
Windows XP Edition

• Formatting Documents

Formatting Text and Paragraphs
2
Objectives

• Set document margins
• Divide a document into sections
• Insert page breaks
• Format columns
• Insert page numbers

3
Objectives

• Add headers and footers
• Edit headers and footers
• Insert a table
• Insert clip art

4
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 at the top, bottom, left,
  and right sides of the page
• Changing a documents margins changes the amount
  of text that fits on a page

5
Setting Document Margins

• To adjust a documents margins
• Click the Margins button in the Page Setup group
  on the Page Layout tab, then click Custom Margins
  
• Change margin settings on the Margins tab in the
  Page Setup dialog box
• Drag a margin indicator on a ruler to a new
  location

6
Setting Document Margins
Top margin
Right margin
Ruler shows location of top margin
Ruler shows location of left margin
Left margin
7
Setting Document Margins

• Page orientation
• Portrait orientation means a page is taller than
  it is wide
• The 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

8
Setting Document Margins

• The Page Setup dialog box

• Margins tab
• Change margins, page orientation, and format the
  layout of pages in a multiple page document
• Paper tab
• Change paper size and paper source
• Layout tab
• Format sections, format headers and footers, and
  change vertical alignment

9
Setting Document Margins

• 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 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 binding
• Set mirror margins and a gutter on the Margins
  tab of the Page Setup dialog box

10
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
  document
• A document is formatted in a single section by
  default

11
Dividing a Document into Sections

• Insert a section break using the Break command on
  the Insert menu
• Types of section breaks

12
Dividing a Document into Sections
Section 1 is formatted in one column
Continuous section break
Section 2 is formatted in two columns
13
Dividing a Document into Sections

• 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.
• 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

14
Inserting Page Breaks

• 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 margins
• Text justified between the top and bottom margins
• Text 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

15
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
• Click the Breaks in the Page Setup group on the
  Page Layout tab to insert a page break, or
• Press CtrlEnter

16
Inserting Page Breaks
Text that follows break is forced to next page
Manual page break
17
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 in the Page Setup group on
  the Page Layout tab to quickly create columns of
  equal width
• Use the Columns dialog box to create columns,
  customize the width and spacing of columns, and
  add lines between columns

18
Formatting Columns

• 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 Page Layout tab

19
Formatting Columns
Column break forces text to the top of the next
column
Continuous section break balances the columns on
the page
20
Formatting Columns

• 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
  text
• Reduces ragged right edges in left-aligned text
• To hyphenate a document automatically, click the
  Hyphenation button in the Page Setup group on the
  Page Layout tab
• A narrower hyphenation zone results in more
  hyphenated words and a cleaner look to columns

21
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
• Click the Page Numbers button in the Header
  Footer group on the Insert to insert a page
  number field
• Select a location, such as bottom of page
• Select a preformatted page number and alignment

22
Inserting Page Numbers

• Page number fields are inserted in a document
  header or footer

Document text (dimmed when the Footer area open)
Page number (in the Footer area)
23
Inserting Page Numbers

• Moving around in a long document
• Scroll
• Browse by Object button below the vertical scroll
  bar
• Select object to browse by from the palette of
  object types
• Object types include next or previous page,
  section, table, graphic, or other item of the
  same type

24
Inserting Page Numbers

• Insert Quick Parts
• Insert a Quick Part field, such as a field for
  the current date or current time
• Update content in field automatically each time
  you open the document, or
• Keep content in field as static text
• Word uses your computer clock to compute the
  current date and time
• Click the Quick Parts button in the Text group on
  the Insert tab, click Field on the menu, click
  the field name in the Field dialog box

25
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

26
Adding Headers and Footers

• Open headers and footers by clicking the Header
  button or the Footer button on the Insert tab
• Add text to headers and footers by typing in the
  Header and Footer areas
• You can also add symbols, borders, graphics, and
  other elements to headers and footers
• Header Footer Tools Design tab opens when the
  Header and Footer areas open

27
Adding Headers and Footers

• Document text is dimmed when the Header and
  Footer areas are open
• Dimmed text cant be edited
• The Header and Footers areas are independent of
  the document itself and must be formatted
  separately

Header Footer Tools Design Tab
Header area open with content control
28
Adding Headers and Footers

• Create custom Headers and Footers as a Building
  Block
• To save
• Select all the text including the last paragraph
  mark
• Click the Header (or Footer) button
• Click Save Selection to Header Gallery
• Complete the Create New Building Block dialog box

29
Editing Headers and Footers

• To edit headers and footers, first open the
  Header and Footer areas
• Double-click a header or footer in Print Layout
  view
• Insert, delete, and format content
• Set tabs in header area if default document
  margins were changed

30
Editing Headers and Footers

• Insert symbols
• A symbol is a special character, such as a
  graphic, shape, or foreign language character
• Add a symbol using the Symbol button on the
  Insert tab

Symbol in a header
31
Editing Headers and Footers

• 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 Header Footer Tools Design tab or the
  Layout tab of the Page Setup dialog box

32
Editing Headers and Footers

• AutoText entries
• Word includes built-in AutoText entries
• Such as letter salutations and closings
• Create and store custom AutoText entries for
  information you use frequently
• Such as a company name or logo
• Use the Quick Parts button in the Text group on
  the Insert tab, then click Save Selection to
  Quick Part Gallery
• Complete the Create New Building Block dialog box

33
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 row
• Borders are the lines that divide the rows and
  columns of a table and help you see the structure

34
Inserting a Table

• Completed table in a document

Column
Row
Cell
Border
35
Inserting a Table

• Create a blank table
• Click the Table button in the Table group on the
  Insert tab
• Click Insert Table
• Determine the number of columns and rows in the
  table
• Choose an option for sizing the width of the
  columns

36
Inserting a Table

• Table Tools Design tab
• Select Table Style Options
• Apply Table Styles
• Draw borders
• Table Tools Layout tab
• View table properties
• Insert /delete rows, columns
• Merge/split cells
• Align cell content

37
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 Organizer, a library of clips
• Clips are the media files, including graphics,
  photographs, sounds, movies, and animations, that
  come with Word
• Add clips by clicking the Clip Art button in the
  Illustrations group on the Insert tab

38
Inserting Clip Art

• Search for clips using the ClipArt task pane

Choose clip collections to search
Search using a keyword
Choose type of clips to search
Results of a clip search
39
Inserting Clip Art

• A clip is inserted as an inline graphic at the
  location of the insertion point
• An inline graphic is a graphic that is part of
  the line of text
• A floating graphic is independent from text and
  can be moved anywhere on a page

40
Inserting Clip Art

• Wrap text around the graphic
• Apply a text wrapping style
• Click the Text Wrapping button in the Arrange
  group on the Picture Tools Format tab

Faded image shows graphic being dragged
Sizing handle
Floating graphic
41
Inserting Clip Art

• Picture Tools Format tab
• Adjust contrast, brightness, compression, and so
  on in the Adjust group
• Apply a style from the gallery in the Picture
  Styles group
• Position, wrap text, flip, group, and so on in
  the Arrange group
• Crop and change height or width in the Size group

42
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 page numbers
• Add headers and footers
• Illustrate a document with tables and clip art