Microsoft Office 2003- Illustrated Introductory, Premium Edition Documents Formatting

Microsoft Office 2003- Illustrated Introductory, Microsoft Office 2003- Illustrated Introductory, Premium EditionPremium Edition

DocumentsDocumentsFormattingFormatting

2Formatting Documents

Set document marginsSet document margins Divide a document into sectionsDivide a document into sections Insert page breaksInsert page breaks Insert page numbersInsert page numbers Add headers and footersAdd headers and footers

ObjectivesObjectives


Edit headers and footersEdit headers and footers Format columnsFormat columns Insert a tableInsert a table Insert WordArtInsert WordArt Insert clip artInsert clip art

ObjectivesObjectives


Setting Document MarginsSetting Document Margins

Document Document marginsmargins are the blank are the blank areas between the edge of the text areas between the edge of the text and the edge of the pageand the edge of the page– Default margins are 1” on the top and Default margins are 1” on the top and

bottom, and 1.25” on the left and right bottom, and 1.25” on the left and right sidessides

– Changing a document’s margins Changing a document’s margins changes the amount of text that fits on changes the amount of text that fits on a pagea page


Setting Document Margins Setting Document Margins (cont.)(cont.)

To adjust a document’s margins:To adjust a document’s margins:– Use the Page Setup command on the Use the Page Setup command on the

File menu File menu • Change margin settings on the Margins Change margin settings on the Margins

tab in the Page Setup dialog boxtab in the Page Setup dialog box

– Drag a margin indicator on a ruler to a Drag a margin indicator on a ruler to a new locationnew location



Ruler shows location of top margin

Top margin

Ruler shows location of left

margin

Right margin

Left margin



Page orientation Page orientation – Portrait orientationPortrait orientation means a page is means a page is

taller than it is widetaller than it is wide• The default page orientation for a The default page orientation for a

document is portraitdocument is portrait

– Landscape orientationLandscape orientation means a page is means a page is wider than it is tallwider than it is tall

Paper sizePaper size– Default paper size is 8.5” x 11”Default paper size is 8.5” x 11”



The Page Setup dialog boxThe Page Setup dialog box – Margins tabMargins tab

• Change margins, page Change margins, page orientation, and format the orientation, and format the layout of pages in a a layout of pages in a a multiple page documentmultiple page document

– Paper tabPaper tab• Change paper size and Change paper size and

paper sourcepaper source

– Layout tabLayout tab• Format sections, format Format sections, format

headers and footers, and headers and footers, and change vertical alignmentchange vertical alignment


Setting Document Margins Setting Document Margins (cont.)(cont.) Margin options in a multiple page Margin options in a multiple page

documentdocument– MirrorMirror marginsmargins are used in documents with are used in documents with

facing pages, such as magazinesfacing pages, such as magazines• Inside and outside margins are a mirror image of Inside and outside margins are a mirror image of

each other each other

– A A guttergutter margin is used in documents that are margin is used in documents that are bound, such as booksbound, such as books

• A gutter adds extra space to the top, left, or inside A gutter adds extra space to the top, left, or inside margin to allow for the bindingmargin to allow for the binding

– Set mirror margins and a gutter on the Set mirror margins and a gutter on the Margins tab of the Page Setup dialog boxMargins tab of the Page Setup dialog box


Dividing a Document Dividing a Document into Sectionsinto Sections A A sectionsection is a portion of a document that is is a portion of a document that is

separated from the rest of the document separated from the rest of the document by section breaksby section breaks– A A section breaksection break is a formatting mark that is a formatting mark that

shows the end of a sectionshows the end of a section– You divide a document into sections when you You divide a document into sections when you

want to apply different page layout settings, want to apply different page layout settings, such as columns, to sections 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 A document is formatted in a single section by

defaultdefault


Dividing a Document Dividing a Document into Sections (cont.)into Sections (cont.)

Insert a section break using the Insert a section break using the Break command on the Insert menuBreak command on the Insert menu

Types of section breaksTypes of section breaks


Dividing a Document Dividing a Document into Sections (cont.)into Sections (cont.)

Section 1 is formatted in one

column

Section 2 is formatted in two columns

Continuous section break


Dividing a Document Dividing a Document into Sections (cont.)into Sections (cont.) Changing page layout settings for a Changing page layout settings for a

sectionsection– Each section in a document can have different Each section in a document can have different

page layout settingspage layout settings• Margins, page orientation, paper size, headers and Margins, page orientation, paper size, headers and

footers, page numbering, vertical alignment, etc.footers, page numbering, vertical alignment, etc.

– To apply page layout settings to an individual To apply page layout settings to an individual section, make sure to click the Apply to list section, make sure to click the Apply to list arrow in the Page Setup dialog box, and then arrow in the Page Setup dialog box, and then click This section click This section


Inserting Page BreaksInserting Page Breaks

As you type, an As you type, an automatic (soft) page automatic (soft) page breakbreak is automatically inserted when you is automatically inserted when you reach the bottom of a pagereach the bottom of a page– Text flows to the next pageText flows to the next page

You can force text onto the next page by You can force text onto the next page by inserting a inserting a manual (hard) page breakmanual (hard) page break– Use the Break command on the Insert menu Use the Break command on the Insert menu

to insert a page break, or to insert a page break, or – Press [Ctrl][Enter]Press [Ctrl][Enter]


Inserting Page Breaks (cont.)Inserting Page Breaks (cont.)

Manual page breaks


Inserting Page Breaks (cont.)Inserting Page Breaks (cont.)

Vertically aligning text on a pageVertically aligning text on a page– By default, text is vertically aligned with the top By default, text is vertically aligned with the top

margin of a pagemargin of a page– Other vertical alignment optionsOther 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 Vertically align text only when the text does not fill a pagenot fill a page

– Change vertical alignment on the Layout tab of Change vertical alignment on the Layout tab of the Page Setup dialog boxthe Page Setup dialog box


Inserting Page NumbersInserting Page Numbers

Automatically number the pages of a Automatically number the pages of a document by inserting a page number field document by inserting a page number field – A A fieldfield is a code that serves as a placeholder is a code that serves as a placeholder

for data that changes in a documentfor data that changes in a document– Use the Page Numbers command on the Use the Page Numbers command on the

Insert menu to insert a page number fieldInsert menu to insert a page number field

Choose page number position

Choose page number

alignment

Preview of page

number


Inserting Page Numbers (cont.)Inserting Page Numbers (cont.)

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

Page number (dimmed in the Footer area)


Inserting Page Numbers (cont.)Inserting Page Numbers (cont.)

Inserting the date and timeInserting the date and time– Insert a field for the current date or Insert a field for the current date or

current time into a documentcurrent time into a document• Field can be updated automatically each Field can be updated automatically each

time you open the document, ortime you open the document, or• Choose to insert the date or time as static Choose to insert the date or time as static

text text • Word uses your computer clock to Word uses your computer clock to

compute the current date and timecompute the current date and time

– Insert the field using the Date and Time Insert the field using the Date and Time command on the Insert menucommand on the Insert menu


Adding Headers and FootersAdding Headers and Footers

Add headers and footers to a document Add headers and footers to a document when there is an item you want to appear when there is an item you want to appear on every pageon every page– A A headerheader is text or graphics that appears at is text or graphics that appears at

the top of every page of a documentthe top of every page of a document– A A footerfooter is text or graphics that appears at the is text or graphics that appears at the

bottom of every page of a documentbottom of every page of a document

Headers and footers often contain Headers and footers often contain information such as document title, author information such as document title, author name, dates, and page numbersname, dates, and page numbers


Adding Headers and Footers Adding Headers and Footers (cont.)(cont.)

Open headers and footers by clicking Open headers and footers by clicking Header and Footer on the View menuHeader and Footer on the View menu

Add text to headers and footers by typing Add text to headers and footers by typing in the Header and Footer areasin the Header and Footer areas– You can also add symbols, borders, graphics, You can also add symbols, borders, graphics,

and other elements to headers and footersand other elements to headers and footers

Click Close on the Header and Footer Click Close on the Header and Footer toolbar to close headers and footerstoolbar to close headers and footers


Adding Headers and Footers Adding Headers and Footers (cont.)(cont.) Document text is dimmed when the Header and Document text is dimmed when the Header and

Footer areas are openFooter areas are open– Dimmed text can’t be editedDimmed text can’t be edited– The Header and Footers areas are independent of the The Header and Footers areas are independent of the

document itself and must be formatted separatelydocument itself and must be formatted separately

Header area is open

Document text is dimmed


Adding Headers and Footers Adding Headers and Footers (cont.)(cont.)

Header and Footer toolbar buttonsHeader and Footer toolbar buttons


Editing Headers and FootersEditing Headers and Footers

To edit headers and footers, first To edit headers and footers, first open the Header and Footer areas:open the Header and Footer areas:– Click the Header and Footer command Click the Header and Footer command

on the View menu, oron the View menu, or– Double-click a header or footer in Print Double-click a header or footer in Print

Layout viewLayout view


Editing Headers and Footers Editing Headers and Footers (cont.)(cont.)

Insert symbolsInsert symbols– A A symbolsymbol is a special character, such as a is a special character, such as a

graphic, shape, or foreign language charactergraphic, shape, or foreign language character– Add a symbol using the Symbol command on Add a symbol using the Symbol command on

the Insert menuthe Insert menu

Symbol in a header



Create different headers and footers:Create different headers and footers:– For the first page of a document or For the first page of a document or

sectionsection– For each section in a documentFor each section in a document– For even- and odd-numbered pages in For even- and odd-numbered pages in

a document or sectiona document or section Use the Layout tab of the Page Use the Layout tab of the Page

Setup dialog boxSetup dialog box



Inserting and creating AutoText Inserting and creating AutoText entriesentries– Word includes built-in AutoText entriesWord includes built-in AutoText entries

• Such as letter salutations and closingsSuch as letter salutations and closings

– Create and store custom AutoText entries for Create and store custom AutoText entries for information you frequently useinformation you frequently use

• Such as a company name or logoSuch as a company name or logo

– Use the AutoText command on the Insert Use the AutoText command on the Insert menu to insert and create AutoText entriesmenu to insert and create AutoText entries


Formatting ColumnsFormatting Columns

Format text in columns to make it Format text in columns to make it easier to readeasier to read– Apply column formatting to a document, Apply column formatting to a document,

to a section, or to selected textto a section, or to selected text• Use the Use the Columns buttonColumns button to quickly create to quickly create

columns of equal widthcolumns of equal width• Use the Use the Columns commandColumns command on the Format on the Format

menu to create columns, customize the menu to create columns, customize the width and spacing of columns, and add width and spacing of columns, and add lines between columns lines between columns


Formatting Columns (cont.)Formatting Columns (cont.)

Control the flow of text in columnsControl the flow of text in columns– Insert a Insert a column breakcolumn break to force text after to force text after

the break to the top of the next columnthe break to the top of the next column– BalanceBalance columnscolumns of unequal length on of unequal length on

a page by inserting a continuous a page by inserting a continuous section break at the end of the last section break at the end of the last column on a pagecolumn on a page

– Insert a column or continuous section Insert a column or continuous section break using the Break command on the break using the Break command on the Insert menuInsert menu



Column break

forces text to the top of the next

column Continuous section break balances the columns on the page



Hyphenating text in a documentHyphenating text in a document– HyphensHyphens are small dashes that break words at are small dashes that break words at

the end of a linethe end of a line– Hyphenating text helps to control the flow of Hyphenating text helps to control the flow of

text in columnstext in columns• Diminishes the gaps between words in justified textDiminishes the gaps between words in justified text• Reduces ragged right edges in left-aligned text Reduces ragged right edges in left-aligned text

– To hyphenate a document automatically, point To hyphenate a document automatically, point to language on the Tools menu, then click to language on the Tools menu, then click HyphenationHyphenation

• A narrower hyphenation zone results in more A narrower hyphenation zone results in more hyphenated words and a cleaner look to columnshyphenated words and a cleaner look to columns


Inserting a TableInserting a Table

Tables illustrate information intended Tables illustrate information intended for quick reference and analysisfor quick reference and analysis– A A tabletable is a grid of columns and rows is a grid of columns and rows

that you can fill with text and graphicsthat you can fill with text and graphics• A A cellcell is the box formed by the intersection is the box formed by the intersection

of a column and a rowof a column and a row• BordersBorders are the lines that divide the rows are the lines that divide the rows

and columns of a table and help you see and columns of a table and help you see the structurethe structure


Inserting a Table (cont.)Inserting a Table (cont.)

Completed table in a documentCompleted table in a document

Border

Row

Column

Cell



Create a blank table using the Insert Create a blank table using the Insert command on the Table menu command on the Table menu – This command allows you to:This command allows you to:

• Determine the number of columns and Determine the number of columns and rows in the tablerows in the table

• Choose an option for sizing the width of Choose an option for sizing the width of the columnsthe columns

• Apply a Table AutoFormat style to the Apply a Table AutoFormat style to the tabletable– Table AutoFormat Table AutoFormat styles include format settings styles include format settings

for the text, borders, and shading in a tablefor the text, borders, and shading in a table



Moving around in a long documentMoving around in a long document– Browse by Object Browse by Object buttonbutton

• Allows you to browse to the next or Allows you to browse to the next or previous page, section, table, graphic, or previous page, section, table, graphic, or other item of the same typeother item of the same type

– Go To Go To command on the Edit menucommand on the Edit menu• Allows you to navigate to a specific page, Allows you to navigate to a specific page,

section, or other itemsection, or other item

– Document Map Document Map buttonbutton• Allows you to move to headings in a Allows you to move to headings in a

documentdocument


Inserting WordArtInserting WordArt

Illustrate a document with WordArtIllustrate a document with WordArt– WordArtWordArt is an object that contains specially is an object that contains specially

formatted, decorative textformatted, decorative text– Add a WordArt object to a document using the Add a WordArt object to a document using the

WordArt command on the Insert menu WordArt command on the Insert menu

WordArt object

Sizing handle


Inserting WordArt (cont.)Inserting WordArt (cont.)

Choose a WordArt style in the Choose a WordArt style in the WordArt GalleryWordArt Gallery– WordArt text can WordArt text can

be altered to be altered to create an effectcreate an effect

• StretchedStretched• SkewedSkewed• RotatedRotated• PatternedPatterned• ShadowedShadowed• Fit into shapesFit into shapes


Inserting WordArt (cont.)Inserting WordArt (cont.)

A WordArt object is inserted as an inline A WordArt object is inserted as an inline graphicgraphic– An An inline graphicinline graphic is part of the line of text in is part of the line of text in

which it was insertedwhich it was inserted

Change the size of a WordArt object by Change the size of a WordArt object by dragging a sizing handledragging a sizing handle– Sizing handlesSizing handles are black squares that appear are black squares that appear

on the sides and corners of a graphic object on the sides and corners of a graphic object when it is selectedwhen it is selected


Inserting Clip ArtInserting Clip Art

Illustrate a document with clip art Illustrate a document with clip art – Clip artClip art is a collection of graphic images is a collection of graphic images

that you can insert in a documentthat you can insert in a document• Clip art is sClip art is stored in the tored in the Clip OrganizerClip Organizer, a , a

library of clipslibrary of clips – Clips Clips are the media files, including graphics, are the media files, including graphics,

photographs, sounds, movies, and animations, photographs, sounds, movies, and animations, that come with Word that come with Word

– Add clips to a document using the Clip Add clips to a document using the Clip Art command on the Insert menuArt command on the Insert menu


Inserting Clip Art (cont.)Inserting Clip Art (cont.)

Search for clips using the ClipArt Search for clips using the ClipArt task panetask pane

Search using a keyword

Results of a clip search

Choose type of clips to search

Choose clip collections to search



A clip is inserted as an inline graphic A clip is inserted as an inline graphic at the location of the insertion pointat the location of the insertion point– An An inline graphicinline graphic is a graphic which is is a graphic which is

part of the line of textpart of the line of text– A A floating graphicfloating graphic is independent from is independent from

text and can be moved anywhere on a text and can be moved anywhere on a pagepage



To change an inline graphic to a floating To change an inline graphic to a floating graphic, you wrap text around the graphicgraphic, you wrap text around the graphic– Apply a Apply a text wrapping styletext wrapping style to a graphic using to a graphic using

the Layout tab in the Format Picture dialog boxthe Layout tab in the Format Picture dialog box

Floating graphic

Text wraps around graphic

Sizing handle


SummarySummary

The page-formatting features of Word The page-formatting features of Word allow you to creatively lay out and design allow you to creatively lay out and design the pages of documents:the pages of documents:– Change marginsChange margins– Vary the layout of a document by creating and Vary the layout of a document by creating and

formatting sections formatting sections – Format text in columnsFormat text in columns– Add headers and footers Add headers and footers – Add page numbersAdd page numbers– Illustrate a document with tables, WordArt, Illustrate a document with tables, WordArt,

and clip artand clip art