BCA Unit D narrated

MS Word 2003Unit D : 

MS Word 2003Unit D Documents Formatting

Objectives : 

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

Objectives : 

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

Setting Document Margins : 

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” on the top and bottom, and 1.25” on the left and right sides Changing a document’s margins changes the amount of text that fits on a page

Setting Document Margins (cont.) : 

5 Setting Document Margins (cont.) To adjust a document’s margins: Use the Page Setup command on the File menu Change margin settings on the Margins tab in the Page Setup dialog box Drag a margin indicator on a ruler to a new location

Setting Document Margins (cont.) : 

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

Page Setup : 

7 Page Setup 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”

Page Setup Dialog Box : 

8 Page Setup Dialog Box The Page Setup dialog box Margins tab Change margins, page orientation, and format the layout of pages in a a multiple page document Paper tab Change paper size and paper source Layout tab Format sections, format headers and footers, and change vertical alignment

Setting Document Margins : 

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

Dividing a Document into Sections : 

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

Dividing a Document into Sections (cont.) : 

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

Dividing a Document into Sections—Illustration : 

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

Dividing a Document into Sections : 

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

Inserting Page Breaks : 

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

Inserting Page Breaks—Illustration : 

15 Inserting Page Breaks—Illustration Manual page breaks

Vertical Alignment : 

16 Vertical Alignment 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

Inserting Page Numbers : 

17 Inserting Page Numbers Automatically number the pages of a document by inserting a page number field A field is a code that serves as a placeholder for data that changes in a document Use the Page Numbers command on the Insert menu to insert a page number field Choose page number position Choose page number alignment Preview of page number

Inserting Page Numbers (cont.) : 

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

Inserting Fields : 

19 Inserting Fields Inserting the date and time Insert a field for the current date or current time into a document Field can be updated automatically each time you open the document, or Choose to insert the date or time as static text Word uses your computer clock to compute the current date and time Insert the field using the Date and Time command on the Insert menu

Adding Headers and Footers : 

20 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

Adding Headers and Footers (cont.) : 

21 Adding Headers and Footers (cont.) Open headers and footers by clicking Header and Footer on the View menu Add text to headers and footers by typing in the Header and Footer areas You can also add symbols, borders, graphics, and other elements to headers and footers Click Close on the Header and Footer toolbar to close headers and footers

Adding Headers and Footers (cont.) : 

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

Headers and Footers—toolbar : 

23 Headers and Footers—toolbar Header and Footer toolbar buttons

Editing Headers and Footers : 

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

Editing Headers and Footers (cont.) : 

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

Editing Headers and Footers (cont.) : 

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

AutoText Entries : 

27 AutoText Entries Inserting and creating AutoText entries Word includes built-in AutoText entries Such as letter salutations and closings Create and store custom AutoText entries for information you frequently use Such as a company name or logo Use the AutoText command on the Insert menu to insert and create AutoText entries

Formatting Columns : 

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

Formatting Columns (cont.) : 

29 Formatting Columns (cont.) Control the flow of text in columns Insert a column break to force text after the break to the top of the next column Balance columns of unequal length on a page by inserting a continuous section break at the end of the last column on a page Insert a column or continuous section break using the Break command on the Insert menu

Formatting Columns (cont.) : 

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

Using Hyphenation : 

31 Using Hyphenation 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, point to language on the Tools menu, then click Hyphenation A narrower hyphenation zone results in more hyphenated words and a cleaner look to columns

Inserting a Table : 

32 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

Inserting a Table (cont.) : 

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

Inserting a Table (cont.) : 

34 Inserting a Table (cont.) Create a blank table using the Insert command on the Table menu This command allows you to: Determine the number of columns and rows in the table Choose an option for sizing the width of the columns Apply a Table AutoFormat style to the table Table AutoFormat styles include format settings for the text, borders, and shading in a table

Inserting a Table (cont.) : 

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

Inserting WordArt : 

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

Inserting WordArt (cont.) : 

37 Inserting WordArt (cont.) Choose a WordArt style in the WordArt Gallery WordArt text can be altered to create an effect Stretched Skewed Rotated Patterned Shadowed Fit into shapes

Inserting WordArt (cont.) : 

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

Inserting Clip Art : 

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

Inserting Clip Art (cont.) : 

40 Inserting Clip Art (cont.) Search for clips using the ClipArt task pane Search using a keyword Results of a clip search Choose type of clips to search Choose clip collections to search

Inserting Clip Art (cont.) : 

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

Inserting Clip Art (cont.) : 

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

Summary : 

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