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ECDL/ICDL – Word Processing

I N S T R U C T O R G U I D E

2075IGEE


Course Edition: 1.0

ACKNOWLEDGMENTS

Project TeamInstructional Designer: Harleen Kaur Sethi • Development Assistance: Peter Bauer • Content Development Manager: BarbaraKruszewska • Graphic Designer: Beta Mahatvaraj • Project Coordinators: Arvind MV, Julie Cavallaro, Corey Listar, and LizTimm • Content Editors: Vijaykarthik S and Cory Brown • Material Editor: Andrew Lowe • Project Technical Support: MikeToscano

NOTICESDISCLAIMER: While Element K Content LLC takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warrantywhatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Anyresemblance to current or future companies is purely coincidental. We do not believe we have used anyone’s name in creating this course, but if we have, please notify us and we will change the name inthe next revision of the course. Element K is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots,photographs of another entity’s products, or another entity’s product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement ofthe book by, nor any affiliation of such entity with Element K. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the “External Sites”). Element K isnot responsible for the availability of, or the content located on or through, any External Site. Please contact Element K if you have any concerns regarding such links or External Sites. Element K is anentity independent of ECDL-F and is not associated with ECDL-F in any manner. This courseware publication may be used to assist candidates to prepare for ECDL/ICDL: Word Processing. NeitherECDL-F nor Element K warrants that the use of this courseware publication will ensure passing of ECDL/ICDL: Word Processing. Use of the ECDL-F Approved Courseware logo on this coursewarepublication signifies that it has been independently reviewed and approved by ECDL-F, in technical compliance with the learning objectives of ECDL/ICDL Syllabus 4.0. The material contained in thiscourseware publication has not been reviewed for technical accuracy and does not guarantee that candidates will pass ECDL/ICDL: Word Processing. Any and all assessment items and/or performance-based exercises contained in this courseware publication relate solely to this publication and do not constitute or imply certification by ECDL-F in respect of ECDL/ICDL: Word Processing or any otherECDL-F test. For details on sitting ECDL/ICDL: Word Processing and other ECDL-F tests in your country, please contact your country’s National ECDL/ICDL-designated Licensee or visit ECDL-F’swebsite at www.ecdl.com. Candidates using this courseware publication must acquire a valid Skills Card before undertaking ECDL/ICDL: Word Processing. Without a valid Skills Card, ECDL/ICDL:Word Processing cannot be undertaken and no ECDL/ICDL certificate, nor any other form of recognition, can be given to a candidate. Skills Cards may be obtained from your country’s NationalECDL/ICDL-designated Licensee or any Approved ECDL/ICDL Test Center. ECDL/ICDL Syllabus 4.0 is the official syllabus of the ECDL/ICDL certification program at the date of approval of thiscourseware publication.

TRADEMARK NOTICES: Element K and the Element K logo are trademarks of Element K LLC and its affiliates.

Microsoft® Word 2003 is a registered trademark of Microsoft Corporation in the U.S. and other countries; the other Microsoft products and services discussed or described may be trademarks ofMicrosoft Corporation . All other product names and services used throughout this course may be common law or registered trademarks of their respective proprietors.

Copyright © 2005 Element K Content LLC. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not bereproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express writtenpermission of Element K, 500 Canal View Boulevard, Rochester, NY 14623, (585) 240-7500, (800) 434-3466. Element K Courseware LLC’s World Wide Web site is located atwww.elementkcourseware.com.

This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms andconditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Element K materials are being reproduced or transmitted withoutpermission, please call 1-800-478-7788.

ECDL/ICDL – Word Processingii

Part Number: 2075IGEE

ECDL/ICDL – WORD PROCESSING

LESSON 1 - CREATING A BASIC DOCUMENT

A. Examine the Word Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Microsoft Office Word 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Personalized Menus and Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

B. Open and Close a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

C. Enter Text in a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

New Blank Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Formatting Marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Word Wrap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Default Typing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

D. Save a New Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Save vs. Save As . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

E. Change the Default Folder Location and User Name . . . . . . . . . . . . . . . . . 20

F. Create a Document Based on a Template . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Template Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

G. Get Help Using Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Help Task Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Search Results Task Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

LESSON 2 - EDITING A DOCUMENT

A. Insert Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

B. Insert Symbols and Special Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Special Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

C. Select Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

D. Move and Copy Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Clipboard Task Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Switch Between Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

CONTENTS

Contents iii

E. Delete Blocks of Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

F. Undo and Redo Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

G. Find and Replace Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Find and Replace Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

H. Insert Page Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

LESSON 3 - FORMATTING TEXT

A. Change Font and Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

B. Apply Font Styles and Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Font Styles and Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

C. Change Text Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

D. Apply Text Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Format Painter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

LESSON 4 - FORMATTING PARAGRAPHS

A. Set Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

B. Change Paragraph Alignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Paragraph Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

C. Indent Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Indents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

D. Add Borders and Shading. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Borders and Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

E. Apply Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Styles And Formatting Task Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

F. Create Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

G. Change Spacing Between Paragraphs and Lines . . . . . . . . . . . . . . . . . . . 98

LESSON 5 - CONTROLLING PAGE APPEARANCE

A. Set Page Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Page Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

CONTENTS

ECDL/ICDL – Word Processingiv

B. Change Page Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

C. Add Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

D. Modify Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

E. Insert a Page Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Automatic vs. Manual Page Breaks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

F. Delete a Page Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

LESSON 6 - ADDING TABLES

A. Create a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

B. Enter Data in a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Move Around in a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

C. Modify Table Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

D. Apply Borders and Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Borders and Shading Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

LESSON 7 - INSERTING GRAPHIC ELEMENTS

A. Insert a Clip Art Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Clip Art Task Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Resize Clips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

B. Copy Clip Art Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

C. Move Clip Art Pictures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

D. Create a Chart from a Word Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Microsoft Graph. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

CONTENTS

Contents v

E. Copy and Move a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

F. Insert an Image. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

G. Move an Image. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

LESSON 8 - PERFORMING MAIL MERGES

A. Examine the Mail Merge Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

The Main Merge Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

The Data Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

B. Perform a Merge on Existing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

C. Merge Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

D. Use Word to Create a Data Source. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

LESSON 9 - PROOFING AND PRINTING A DOCUMENT

A. Check Spelling and Grammar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Proofing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Main Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

B. Create a New Default Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

Custom Dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

C. Preview a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Print Preview Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

D. Print a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

CONTENTS

ECDL/ICDL – Word Processingvi

ABOUT THIS COURSEWord processing is the use of computers to create, revise, and save documents for printing andfuture retrieval. This course provides you with the techniques required to produce basic busi-ness documents.

Historically, documents were painstakingly created and edited by hand. Over time, producingdocuments has become more efficient. Microsoft® Office Word 2003 makes creating and edit-ing documents even easier by providing a user-friendly environment that enables you to addtext, graphics, tables, formatting, and more with just a few mouse clicks.

Course DescriptionTarget StudentThis course is designed for any professional whose goal is to achieve ECDL certification.

Course PrerequisitesBasic computer skills would be helpful, but are not necessary.

How to Use This Book

As a Learning GuideEach lesson covers one broad topic or set of related topics. Lessons are arranged in order ofincreasing proficiency with Microsoft Word 2003; skills you acquire in one lesson are used anddeveloped in subsequent lessons. For this reason, you should work through the lessons insequence.

We organized each lesson into results-oriented topics. Topics include all the relevant and sup-porting information you need to master Word 2003, and activities allow you to apply thisinformation to practical hands-on examples.

You get to try out each new skill on a specially prepared sample file. This saves you typingtime and allows you to concentrate on the skill at hand. Through the use of sample files,hands-on activities, illustrations that give you feedback at crucial steps, and supporting back-ground information, this book provides you with the foundation and structure to learn Word2003 quickly and easily.

INTRODUCTION

Introduction vii

As a Review ToolAny method of instruction is only as effective as the time and effort you are willing to investin it. In addition, some of the information that you learn in class may not be important to youimmediately, but it may become important later on. For this reason, we encourage you tospend some time reviewing the topics and activities after the course. For additional challengewhen reviewing activities, try the “What You Do” column before looking at the “How You DoIt” column.

As a ReferenceThe organization and layout of the book make it easy to use as a learning tool and as an after-class reference. You can use this book as a first source for definitions of terms, backgroundinformation on given topics, and summaries of procedures.

Course ObjectivesIn this course, you will create, edit, and enhance standard business documents using MicrosoftWord.

You will:

• create a basic document.

• edit documents by locating and modifying text.

• format text.

• format paragraphs.

• control a document’s page setup and its overall appearance.

• add tables to a document and customize the tables.

• add graphic elements to a document.

• perform mail merges.

• use Word tools to make your documents more accurate, then preview and print adocument.

Course Requirements

Hardware• A 233 MHz Pentium-class processor if you use Windows XP Professional as your operat-

ing system. (300 MHz is recommended.)

• A 133 MHz Pentium-class processor if you use Windows 2000 Professional as your oper-ating system.

• 128 MB of RAM.

• A 6 GB hard disk or larger.

• A mouse or other pointing device.

• A monitor capable of displaying 800 x 600 resolution.

• A printer (optional).

• A projection system to display the instructor’s computer screen.

INTRODUCTION

ECDL/ICDL – Word Processingviii

Software• Either Microsoft® Windows® XP Professional with Service Pack 1, or Microsoft® Win-

dows® 2000 Professional with Service Pack 4.

• Microsoft® Office 2003 Professional Edition.

Class Setup

For Initial Class Setup1. Install Windows 2000 Professional or Windows XP Professional on an empty partition.

— Leave the Administrator password blank.

— For all other installation parameters, use values that are appropriate for yourenvironment. (See your local network administrator for details.)

This course was developed in a Windows XP environment, and the text reflects this. If you are usinga Windows 2000 environment to key through the course, you may notice slight discrepancies ingraphics, menu commands, and other standard interface components.

2. On Windows 2000 Professional, when the Network Identification Wizard runs after instal-lation, select the Users Must Enter A User Name And Password To Use This Computeroption. (This step ensures that students will be able to log on as the Administrator userregardless of what other user accounts exist on the computer.)

3. On Windows 2000 Professional, in the Getting Started With Windows 2000 dialog box,uncheck Show This Screen At Startup. Click Exit.

4. On Windows 2000 Professional, set 800 x 600 display resolution:

a. Right-click the desktop and choose Properties.

b. Select the Settings tab.

c. Move the Screen Area slider to 800 By 600 Pixels.

d. Click OK twice, and then click Yes.

5. On Windows 2000 Professional, install Service Pack 4. Use the Service Pack installationdefaults.

6. On Windows XP Professional, disable the Welcome screen. (This step ensures that stu-dents will be able to log on as the Administrator user regardless of what other useraccounts exist on the computer.)

a. Choose Start→Control Panel.

b. Click User Accounts.

c. Click Change The Way Users Log On And Off.

d. Uncheck Use Welcome Screen.

e. Click Apply Options.

7. On Windows XP Professional, install Service Pack 1. Use the Service Pack installationdefaults.

8. On either operating system, install a printer driver (a physical print device is optional).

— For Windows XP Professional, choose Start→Printers And Faxes. Under PrinterTasks, click Add A Printer and follow the prompts.

— For Windows 2000 Professional, click Start→Settings→Printers. Run the Add PrinterWizard and follow the prompts.

INTRODUCTION

Introduction ix

If you do not have a physical printer installed, right-click the printer and choose PausePrinting to prevent any print error messages.

9. On either operating system, verify that file extensions are visible.

a. Right-click the Start menu button and choose Explore to open Windows Explorer.

b. In Windows Explorer, choose Tools→Folder Options to open the Folder Options dia-log box.

c. In the Folder Options dialog box, select the View tab.

d. If necessary, uncheck the Hide Extensions For Known File Types check box.

e. Click Apply and click OK, and then close Windows Explorer.

10. If you have not already done so, log on to the computer as the Administrator user.

11. Perform a Complete installation of Microsoft Office 2003 Professional Edition.

12. Minimize the Language Bar if it appears.

13. On the course CD-ROM, open the 084_769 folder. Then, open the Data folder. Run the084769dd.exe self-extracting file located within. This will install a folder named084769Data on your C drive. This folder contains all the data files that you will use tocomplete this course.

Before Every Class1. Log on to each computer as the Administrator user.

2. Delete any existing data files from the C:\084769Data folder.

3. Extract a fresh copy of the course data files from the CD-ROM provided with theC:\084769Data folder for the Administrator user.

4. Start Word.

5. Delete the Product Names.dic custom dictionary.

a. On the Spelling & Grammar tab, click Custom Dictionaries.

b. In the Custom Dictionaries dialog box, select Product Names.dic, click Remove, andclick OK.

c. Click Add to display the Add Custom Dictionary dialog box.

d. In the list of files, select Product Names.dic, press Delete, and click Yes to confirmthe deletion.

e. To close the open dialog boxes, click Cancel, click OK, and click OK again.

6. Reset the Results Should Be options in the Clip Art task pane to All Media Types.

a. Choose Insert→Picture→Clip Art.

b. In the Clip Art task pane, display the Results Should Be drop-down list.

c. Select All Media Types.

d. To clear “money” from the search list, search for “house.”

e. Close the Clip Art task pane.

7. Reset the default file location.

a. Choose Tools→Options.

b. Select the File Locations tab.

c. Select Documents and click Modify.

d. In the Folder list, select My Documents and click OK.

e. Click OK to close the Options dialog box.

8. On the Standard toolbar, click Show/Hide to turn off paragraph formatting.

9. If you do not have a physical printer installed, clear the print queue for your installedprinter:

INTRODUCTION

ECDL/ICDL – Word Processingx

a. Open the Printers or Printers And Faxes window.

b. Right-click the printer, and choose Cancel All Documents.

c. Click Yes.

d. Close the window.

INTRODUCTION

Introduction xi

NOTES

ECDL/ICDL – Word Processingxii

Creating a Basic Document

In this lesson, you will create a basic document.

You will:

• Identify the components of the Microsoft® Office Word 2003 environment.

• Open an existing document, switch between various page view modes, and close thedocument.

• Enter text.

• Save a document.

• Change the default folder from which documents are opened and to which documents aresaved, and change the user name when using documents.

• Create a document based on a template.

• Get help using Word.

Lesson Time50 minutesLESSON 1

LESSON 1

Lesson 1: Creating a Basic Document 1

IntroductionPerhaps you have been handwriting letters or using a typewriter to create your personal andbusiness documents. Transitioning your correspondence to a computer program may seem alittle daunting. Don’t worry, though. In this lesson, you will create a basic document usingMicrosoft Word 2003.

No matter what profession you are in, the process of learning something new requires that yougain some basic skills to perform even the most common tasks. Learning a new computer pro-gram is no different. Time spent familiarizing yourself with Word as you create a basicdocument will help you to acquire the fundamental skills you need to create more complexdocuments.

TOPIC AExamine the Word EnvironmentYou have been assigned new responsibilities. To accomplish those responsibilities, you need touse Microsoft Word. In this topic, you will start Word and identify various components in theprogram window.

When you move to a new neighborhood, you typically want to look around—get a feel for theplace, locate the nearest bank, post office, grocery store, and so on. Familiarizing yourself withwhere things are will make your life easier when you need to go somewhere or get somethingdone. Using new software is no different. Examining a new program’s interface will help youprepare for when you need to begin using the program to do your work.

Microsoft Office Word 2003Microsoft Office Word 2003 is a program used to create, revise, and save documents for print-ing, distribution, or future retrieval. Word’s tools can help you make your documents moreaccurate, concise, and correct.

The Microsoft® Office System is a collection of services and programs that work together to help you solve com-puting challenges.

Personalized Menus and ToolbarsWord’s menus and toolbars adapt to how you use them. For instance, when you click a menu’sname, Word displays an abbreviated version of the menu, called a short menu, which lists themost commonly used commands. To view the menu’s less commonly used commands, displayits expanded menu by clicking the downward-pointing Expand button located at the bot-tom of the short menu. To display less commonly used toolbar buttons, you need to click theToolbar Options button .

To quickly expand a menu, double-click the menu name.

If you prefer to display full menus and to display the Standard and Formatting toolbars on two rows, chooseTools→Customize, select the Options tab, and check the first two check boxes.

LESSON 1

ECDL/ICDL – Word Processing2

How Menus and Toolbars AdaptAs you use menu options, they will be promoted to the short version of the menu.Over time, if you don’t use a command on the short menu, Word will demote theunused command to the expanded menu.

Explore Word’s Basic Screen ComponentsThe program window in Word contains a wide variety of elements, as shown in Table 1–1 andFigure 1–1.

Display and Hide ToolbarsYou can display and hide built-in toolbars in Word. To hide a toolbar, choose View→Toolbars and choose the toolbar you want to hide. The check mark beside the name ofa toolbar means that it is already displayed. To display a toolbar, choose View→Toolbars and choose the toolbar you want to display.

Word’s Window ElementsThe program window in Word contains a wide variety of elements. Table 1-1 and Fig-ure 1-1 identify many of them.

Table 1-1: Word Program Window Elements

Item DescriptionTitle bar Displays the name of the application and the name of the

active document.

Menu bar Lists the available program menu choices.

Type A Question For Help box Provides quick access to Help.

Close Window button Closes the active document window.

Standard toolbar Provides quick access to frequently used commands.

Formatting toolbar Provides quick access to frequently used formattingcommands.

Task pane Provides easy access to commonly used commands. Differenttask panes display depending upon what you are doing.

Horizontal and vertical rulers Provide ongoing page measurement, as well as quick accessto margins, tabs, and indents.

Text area The area where documents are displayed and where youenter your document text.

Selection bar An area in the left margin of a document that is used toselect text.

Insertion point Indicates where text will be inserted as you type.

Horizontal and vertical scrollbars

Display different areas of the active document.

View buttons Change the document’s view.

Status bar Displays information about the active document, such as thecurrent page number.

LESSON 1


Figure 1-1: The Microsoft Office Word 2003 program window.

Mouse PointersAs you use Word, you will notice that the mouse pointer changes shape depending onwhere it is located in the program window. Table 1-2 lists the common mouse pointersand their purposes.

These mouse pointers do not include those displayed in the text area as a result of Word’s Click andType feature.

Table 1-2: Mouse Pointer Icons

Location Mouse Pointer Used ToIn the text area Indicate the location of the mouse

pointer.

Outside the text area Select menu commands, toolbar buttons,and so on.

In the selection bar Select lines, paragraphs, and the entiredocument.

In the task pane Display more information.

ScreenTipsAs you position the mouse pointer over items in the program window, such as toolbarbuttons, Word may display a descriptive label. These labels are called ScreenTips. Usethem to identify program window items or to help you distinguish between similarlooking items.

LESSON 1


Figure 1-2: A ScreenTip displays when you position the mouse pointer over atoolbar button.

Exit the Word ApplicationTo exit the Word application, either choose File→Exit or click the red Close button inthe top-right corner of the title bar. If you are working on a document and have notsaved it, you will be prompted to save the document. Click Yes to save the documentor No to exit without saving the document. Click Cancel if you do not want to exitWord.

ACTIVITY 1-1Exploring the Word Program Window

Setup:Your computer is on and Word has been properly installed.

Scenario:Your company just purchased and installed the Microsoft Office 2003 software. Because yourjob responsibilities typically require you to use Microsoft Word 2003, you need to take sometime to get to know the Word environment.

What You Do How You Do It

1. Launch Microsoft Word and expandthe Edit menu.

a. Choose Start→All Programs→MicrosoftOffice→Microsoft Office Word 2003.

b. On the menu bar, choose Edit.

c. At the bottom of the menu, click theExpand button to display all thecommands.

d. Click away from the Edit menu to closeit.

2. Display the available buttons forthe Standard toolbar.

a. On the Standard toolbar, click theToolbar Options button to display theavailable buttons.

b. Click away from the Toolbar Optionsbutton to close it.

LESSON 1


3. Hide the Formatting toolbar andthen redisplay it. Exit the Wordapplication.

a. Choose View→Toolbars→Formatting tohide the Formatting toolbar.

b. To display the Formatting toolbar again,choose View→Toolbars→Formatting.

c. Choose File→Exit.

TOPIC BOpen and Close a DocumentYou are given a document created in Word and have been asked to read through it. To do this,you need to open the document. In this topic, you will open an existing document, look at it inthe various views in Word, and close the document.

If you are given a printout of a Word document, you have no choice in how to view it. But ifyou open that same document from within Word, you can decide which of several views to useto read the document.

How to Open and Close a DocumentProcedure Reference: Open Documents

To open an existing document in Word:

1. Display the Open dialog box.

• On the Standard toolbar, click the Open button.

• Choose File→Open.

• Press Ctrl+O.

• Or, in the Open section of the Home task pane, click More.

Both the File menu and the Open section of the Home task pane contain a list of recently usedfiles, granting single-click access to the last four documents opened.

2. Navigate to the folder where the file is saved by using the My Places bar or theLook In drop-down list.

3. Select the document(s) you want to open.

• Hold down Ctrl as you click to select each document.

• Or, hold down Shift as you click the first and last documents in the range.

If you want to see a document before opening it, in the Open dialog box, select the document,and from the Views button’s drop-down list, select Preview.

4. Click Open.

You can also double-click a file name in the Open dialog box to open the document.

LESSON 1


Procedure Reference: Close Documents

To close an open document:

1. If necessary, select the document you want to close.

2. Close the document.

• On the Standard toolbar, click the Close button.

• Choose File→Close.

• Or, press Ctrl+W.

The Open Dialog BoxThe Open dialog box has a variety of ways to locate, manage, and open files. Figure1-3 will help you locate the different items in the Open dialog box.

Figure 1-3: The Open dialog box.

Views in the Open Dialog BoxSometimes it’s difficult to tell one document from another in the Open dialog boxbased on just their names. The Views button on the Open dialog box toolbaroffers several ways to display more information about a document. Table 1-3 describesthe views used for documents in greater detail.

Table 1-3: Common Document Views in the Open Dialog Box

View DescriptionList A list of the document names in the selected folder. This is the

default view.

Details The document name, size, type, and modification date for all files inthe selected folder.

Properties Summary information about a selected file, such as who authored itand when it was created.

Preview A preview of a selected document on the right side of the Open dia-log box.

Troubleshooting Opening DocumentsOccasionally, you may have trouble opening a document. Often there are ways to over-come these problems.

LESSON 1


Table 1-4: Common Problems Associated with Opening Word Documents

Problem How to FixWord document doesn’t have a file extension.(Rare, but has been known to happen.)

In Windows Explorer, rename the file so it hasa .doc file extension.

Document was created by a program otherthan Word.

Open the file in the original program andchange the Save As Type to Word Document(*.doc), Rich Text Format (*.rtf), or Plain Text(*.txt).

Document is already open. (Common whendocuments are stored on a network.)

Close the open document.

Document is protected. (Some documents mayhave security measures applied to them.)

Request access to open the document fromwhoever applied the security measures.

Document has moved. Navigate to the new location and open thedocument.

Document is corrupt. Re-create the document.

Navigation TechniquesYou can use the vertical scroll bar to quickly view another part of a document. Navi-gating with the scroll bar does not change the position of the insertion point.

Table 1-5: Navigation Techniques—Vertical Scroll Bar

When You The View Changes ByClick the Scroll Up or Scroll Down arrow Scrolling up or down one line at a time.

Drag the scroll box to the top, bottom, ormiddle of the scroll bar

Displaying the top, bottom, or middle of adocument.

Click in the shaded area above or belowthe scroll box

Scrolling the document up or down one screen at atime.

To move the insertion point in an open document, you can use a variety of keys. Usingthe keyboard, you change what is displayed on the screen as well as the position of theinsertion point. The insertion point’s current location is always reflected in the statusbar at the bottom of the program window.

Table 1-6: Navigation Techniques—Keyboard Shortcuts

Press To Move the Insertion PointRight Arrow One space to the right.

Left Arrow One space to the left.

Ctrl+Right Arrow One word to the right.

Ctrl+Left Arrow One word to the left.

Down Arrow One line down.

Up Arrow One line up.

Ctrl+Down Arrow One paragraph down.

Ctrl+Up Arrow One paragraph up.

Page Down Down one screen.

Page Up Up one screen.

Ctrl+Page Down To the top of the next page.

Ctrl+Page Up To the top of the previous page.

End To the end of a line.

LESSON 1


Press To Move the Insertion PointHome To the beginning of a line.

Ctrl+End To the end of the document.

Ctrl+Home To the top of the document.

Magnification ToolsTo zoom in on a document, on the Standard toolbar, from the Zoom drop-down list,select the zoom setting you want. You can also enter the zoom value in the Zoom textbox on the Standard toolbar.

Page View ModesYou can switch between page view modes. To select a page view mode, choose a viewfrom the View menu or click the appropriate icon in the bottom-left corner of thedocument window.

View Buttons DescriptionNormal View Normal view is designed for general editing and formatting

tasks. The text, and section and page breaks, are visibleonscreen.

Web Layout View In this view, the document is shown as it will appear whenviewed in a browser. Text wraps within the window, back-grounds are shown, and graphics are positioned as they willappear in a browser window. You will see a lot of changesto the document’s appearance and formatting.

Print Layout View This view displays how the document will look whenprinted. Text, graphics, headers, footers, footnotes, and otherscreen elements are shown in their correct positions and canbe easily edited. A vertical ruler is added on the left side ofthe screen.

Outline View This view is very helpful when you have a lengthydocument. You can view the document in an outline format,using headings and subheadings. One of the greatest advan-tages about working in Outline view is that you can moveentire sections of the document around by dragging theirheadings.

Reading Layout Reading Layoutis designed to make it easier to read docu-ments onscreen. The text is reformatted to fit the screen, andthe font size is increased. This view does not reflect the truepagination and formatting of the document.

LESSON 1


ACTIVITY 1-2Working Within a Word Document

Data Files:

• Burke Draft.doc

Setup:Your computer is on, with no applications running. Student data files have been copied to the084769Data folder on the C drive.

Scenario:You have been asked to make some changes to a document named Burke Draft, which isstored in the 084769Data folder. The document contains background information about BurkeProperties. You need to verify that you opened the correct document. The document is a littledifficult to read, so you want to zoom in for better readability. Because the document will beposted on the web, you want to preview the document to check how it will appear on the web.


1. Launch Word and display the con-tents of the 084769Data folder.

a. Choose Start→All Programs→MicrosoftOffice→Microsoft Office Word 2003.

b. On the Standard toolbar, click the Openbutton.

c. In the My Places bar, click My Computer.

You could also click the Up One Level button.

d. Navigate to the C:\084769Data folder.

By default, all files are displayed in the Listview.

LESSON 1


2. In the Open dialog box, previewBurke Draft and open it.

a. From the list of files, select BurkeDraft.doc.

b. To display the Views button’s drop-downlist, click the Views button’s drop-downarrow .

Repeatedly clicking the Views button cyclesthrough the available views.

c. Select Preview.

d. Use the Views button to return to theList view.

e. Click Open.

3. Zoom the document to 150% andthen to 100%.

a. On the Standard toolbar, from the Zoomdrop-down list, select 150%.

b. On the Standard toolbar, click in theZoom text box, type 100 and pressEnter.

4. View the document using the WebLayout, Normal, and Print Layoutviews.

a. Choose View→Web Layout to view thedocument as it will appear on the web.

b. Choose View→Normal to view the docu-ment in the Normal view.

c. Choose View→Print Layout to view howthe document will look when printed.

5. Close the document. a. Choose File→Close.

LESSON 1


TOPIC CEnter Text in a DocumentYou have been asked to transcribe some handwritten notes into a document. To do that, youneed to get text into a Word document. In this topic, you will enter text.

As you know, Word is a powerful word processor. However, with no words to process, theprogram does little more than take up room on your computer. The first step toward harnessingthat power is to capture your ideas in a form that Word can use. Entering text into an opendocument is the way to do that.

New Blank DocumentWhen you want to start a new document, click the New Blank Document button on theStandard toolbar. A new blank document is just what its name suggests: a document containingbasic page settings, such as margins, but no text or graphics.

You can also click Blank Document in the New Document task pane.

Formatting MarksDefinition:

Formatting marks are nonprinting characters, such as spaces, paragraphs, and tabs, thatare displayed in the text area. The marks act as placeholders and identify when a for-matting key has been pressed. To hide or show these formatting marks, click theShow/Hide button on the Standard toolbar.

Example:

Figure 1-4: Common nonprinting formatting marks.

Word WrapWhen you type, there’s no need to manually end each line of text by pressing Enter. When thetext nears the document’s right margin, the text will automatically wrap to the beginning of thenext line so that you can continue typing.

Default Typing OptionsWhen you begin typing in a new blank document, you may notice that certain things happenautomatically.

• AutoCorrect fixes common typographical errors, misspelled words, and incorrectcapitalization.

Compare a new blankdocument to a clean sheet of

paper.

LESSON 1


• Smart tags are represented by a button that is displayed in response to a given action,

error, or automatic correction. Clicking a smart tag displays a list of options related to theaction performed.

• Check Spelling And Grammar As You Type displays a wavy red underline or a wavygreen underline below text that Word considers either a spelling or grammar mistake.

• AutoText inserts common or frequently used text, graphics, and other entries.

Disable Default Typing OptionsIf you find Word’s default typing options distracting or if you want to customize howthey function, you can change many of these options using the AutoCorrect dialog box(choose Tools→AutoCorrect Options). To selectively disable the spelling and grammaroptions, deselect the undesired options on the Spelling & Grammar tab in the Optionsdialog box (choose Tools→Options).

How to Enter TextProcedure Reference: Enter Text in a New Document

To enter text:

1. If necessary, place the insertion point in the desired location.

2. Type the text you want to appear in the new document.

• Press Enter to end a paragraph or to create a blank line between paragraphs.

• Press Tab to indent the insertion point a half-inch to the right.

Remember, Word will automatically wrap lines of text for you.

• Press Backspace to delete the character or space to the immediate left of theinsertion point.

• Press Delete to delete the character or space to the immediate right of theinsertion point.

LESSON 1


ACTIVITY 1-3Entering Text in a New Document

Setup:Word is running with no documents open.

Scenario:You work for a real estate company named Burke Properties. You took a phone message for aclient named Ellen Thomas. She is available to meet on the first of next month to discuss buy-ing the Schyler house on Elm Street. Because this location is outside your sales territory, youneed to draft a client referral memo in Word to redirect the client to the appropriate agent, TimJones.


1. Open a new document and displaythe formatting marks.

a. On the Standard toolbar, click the NewBlank Document button.

b. On the Formatting toolbar, click theToolbar Options button to display a listof available buttons.

c. Click the Show/Hide button to dis-play formatting marks.

LESSON 1


2. Complete the memo’s headinginformation.

a. Type Client Referral Memo and pressEnter to end the paragraph.

b. Verify that Word displays space format-ting marks between “Client,”“Referral,” and “Memo,” as well as anew paragraph formatting mark whereyou pressed Enter.

c. Press Enter to add a blank line.

d. Type To:

e. Press Tab to move the insertion point ahalf-inch to the right, and then observethe formatting mark.

f. Type Tim Jones and press Enter.

g. Type From: and press Tab.

h. Type Cindy Smith and press Enter.

i. Type Re: and press Tab.

j. Type Client Help

3. Replace the word “Help”with “Referral” and add a blankline.

a. Press Backspace until the word “Help” isdeleted.

b. Type Referral and press Enter.

c. Press Enter to add a blank line after thereference line.

4. Type the memo’s first and secondsentences and add two blank lines.

a. Type Ms. Ellen Thomas wants to see theSchyler house in your territory.

b. To begin a new sentence, press theSpacebar.

c. Type (The one on Elm Street.)

d. Press Enter twice.

5. To see how Word’s AutoCorrect fea-ture works, intentionally misspell“the” as “teh.”

a. Type teh

b. While observing the word, press theSpacebar.

LESSON 1


6. After typing “teh” and pressing the Spacebar, what was automatically corrected?

✓ a) The word was capitalized.

b) Nothing.

c) The word was marked as a grammatical error.

✓ d) The misspelling was corrected.

e) The word was deleted.

7. Type the rest of the memo’s bodytext and add two blank lines.

a. After the word “The,” type first of nextmonth is when she wants to meet. Callme for details.

b. Press Enter three times.

c. Press Backspace to delete the third para-graph mark.

8. For signing off, insert the “Yourstruly,” AutoText entry.

a. Type Your

b. To insert the AutoText entry, press Enter.

9. Finish the memo. a. Press Enter twice.

b. Type Cindy

TOPIC DSave a New DocumentAfter you have entered some text, you may want to store the document so that it’s accessiblelater in case you need to print or modify it. In this topic, you will learn how to save a copy ofyour new document to your computer.

You’ve been working late on an urgent report that your manager needs on her desk the firstthing in the morning. You just finished writing it in Word. Though you are tired, you feel goodbecause you know the report is great. Then, someone accidentally pulls your computer’s powercord out of the wall. Where is your report now? If you saved it, it’s still on your computerwaiting for you when you restart. If you didn’t save it, you may be out of luck. Saving adocument early and often can prevent such mishaps.

Save vs. Save AsWord’s Save command enables you to save an existing document with the same name in thesame location. If you are saving a document for the first time, or if you want to change thename or location, you need to use the Save As command.

LESSON 1


How to Save a New DocumentProcedure Reference: Save a New Document

To save a document for the first time, or with a different name, or to a different loca-tion:

1. Choose File→Save As to display the Save As dialog box.

2. Navigate to the location where you want to save the document.

• Select a folder from the Save In drop-down list.

• Or, click a folder in the My Places bar.

3. In the File Name text box, type the name of the file.

4. Click Save.

Document Naming TipsWhen saving a document for the first time, Word assigns a default file name using thefirst words of your document. You can accept this default name or name it somethingdifferent. When naming a document:

• Use a name that somehow describes the document’s contents.

• Keep the descriptive name as short as possible.

• Avoid using any punctuation in your document name.

Procedure Reference: Create a New Folder

To create a new folder from the Save As dialog box:

You can also create a new folder from the Open dialog box.

1. On the Save As dialog box toolbar, click the Create New Folder button.

2. In the Name text box, type a name for the new folder.

3. Click OK.

Save an Existing DocumentTo save an existing document, on the Standard toolbar, click the Save button. You canalso choose File→Save or use the keyboard shortcut Ctrl+S.

Procedure Reference: Save a Document in a Different File Format

To save a document in a different file format:

1. If necessary, open the document you want to save in a different file format.

2. Choose File→Save As.

3. From the Save As Type drop-down list, select the desired file type.

4. If desired, set any options associated with the new file type.

5. Click Save.

6. If prompted, set any additional file conversion options that may be displayed andclick OK.

7. If desired, preview the new file in the applicable program.

LESSON 1


Save As Format TypesYou can save a document as a text file, in Rich Text Format (RTF), as a documenttemplate, or as another software file type or version. When you need to share a docu-ment with people who use other versions of Word, you can save the document inanother file format. Some of the formats in which you can save a document aredescribed in the following table.

Save As Format Types DescriptionDocument template Save as a document template when you want

to reuse text, custom toolbars, macros, short-cut keys, styles, and AutoText entries.

Plain text Saves text without its formatting. Converts allsection breaks, page breaks, and new-linecharacters to paragraph marks. Uses the ANSIcharacter set.

RTF Saves all formatting. Converts formatting toinstructions that other programs, includingcompatible Microsoft programs, can read andinterpret.

Other software types or version numbers When you need to share documents withpeople who use other programs or other ver-sions of Word that have a different file format(such as Word 6.0/95 or Word for theMacintosh), you can save documents in otherfile formats. For example, you can open adocument created in WordPerfect, makechanges to it in Word, and then save it ineither Word or WordPerfect format.

LESSON 1


ACTIVITY 1-4Saving a Document

Setup:The newly created memo is complete and displayed.

Scenario:You have been working on your client referral memo and have just been called into your man-ager’s office for a meeting. Rather than risk losing all the text that you typed, you want to saveyour work. You know that this is the first of many referral memos you are likely to type, soyou want to save the document as My Client Referral Memo in a new folder called My Refer-rals located within the My Documents folder. You also need to create a copy of the memo andsave it as To The Editor in the My Referrals folder. You need to send the memo to the editoras a text file because she does not have Microsoft Word on her computer.


1. On the title bar, the file nameDocument2indicates that the document has not beensaved yet.

2. Display the Save As dialog box. a. Choose File→Save As to display the SaveAs dialog box.

3. In the My Documents folder, create anew folder called My Referrals.

a. Click the Create New Folder button.

b. In the Name text box, type My Referrals

c. Click OK to display the new folder in theSave In drop-down list.

4. Save the file as My Client ReferralMemo.

a. In the File Name text box, type My ClientReferral Memo

b. Click Save.

5. You can tell that the file has been saved because the new file name is displayed inthetitle bar.

LESSON 1


6. Save the file as a text file called ToThe Editor, and then close thedocument.

a. Choose File→Save As.

b. In the Name text box, type To The Editor

c. Click the Save As Type drop-downarrow.

d. Scroll down and select Plain Text.

e. Click Save.

f. In the File Conversion dialog box, clickOK.

g. Choose File→Close.

TOPIC EChange the Default Folder Locationand User NameYou might save all your documents in a folder and want to access this folder whenever youclick the Save or Open button. You may also want to change the user name for all the docu-ments you create. In this topic, you will change the default folder from which documents areopened and to which documents are saved, and also change the user name.

You’re working on a project that contains many files, and you are constantly opening and sav-ing them. It would save you time if you could automatically access your project folder everytime you click the Save or Open button.

How to Change the Default Folder Location andUser NameProcedure Reference: Change the Default Folder Location

To change the default folder location for saving and opening documents:

1. Open any document.

2. Choose Tools→Options.

3. Select the File Locations tab.

4. Click Modify.

5. Browse to select the new location.

6. In the Modify Location dialog box, click OK. The new location appears in theFile Types list.

7. In the Options dialog box, click OK.

8. Verify the new location by opening the Open dialog box.

LESSON 1


Procedure Reference: Change the User Name

To change the user name:

1. Open any document.

2. Choose Tools→Options.

3. Select the User Information tab.

4. In the Name text box, type the new user name.

5. In the Initials text box, type the user’s initials.

6. In the Options dialog box, click OK.

ACTIVITY 1-5Changing the Default Folder Location and User Name


Scenario:You have created a number of documents and stored them in the 084769Data folder. You needto be able to access these documents from the Open dialog box. You also need your name toappear as the author name for all documents you create.


1. Change the default folder locationto the 084769Data folder.


b. Choose Tools→Options.

c. Select the File Locations tab.

d. In the File Types list, verify that Docu-ments is selected.

e. Click Modify to open the Modify Locationdialog box.

f. On the My Places bar in the Modify Loca-tion dialog box, click My Computer.

g. Navigate to the C:\084769Data folder.

h. Click OK.

i. The new location appears in the FileTypes list. In the Options dialog box, clickOK.

LESSON 1


2. Verify the new location for savingand opening documents.

a. Choose File→Open.

b. Verify that the contents of the084769Data folder are displayed.

3. Change the author name and closethe document.

a. Select Burke Draft.doc and click Open.


c. Select the User Information tab.

d. In the Name text box, type your nameand press Tab.

e. In the Initials text box, type your initials.

f. Click OK.

g. Choose File→Close to close the BurkeDraft document.

h. Choose File→Close to close the blankdocument without saving changes.

TOPIC FCreate a Document Based on aTemplateOne common way of automating document creation is to base a new document on a specifictemplate. In this topic, you’ll create a document by basing it on a template.

Templates can automate the basic setup steps when starting a new document—setting up themargins, choosing the styles, planning the general layout, and roughing out the main documentcontent. If you use a template to do these generic tasks, it will free up your time and energy sothat you can concentrate on the content that’s specific to your document. Select the right tem-plate as a basis for your document, and you’ll feel as if the document is half done as soon asyou start it.

Template LocationsThere are two main locations where you can find templates to use as a basis for new docu-ments:

• The local computer—A default installation of Word includes many locally installedtemplates. These templates are listed in the Templates dialog box.

• The Internet—Microsoft makes many templates available on its website. There is a link tothis site in the New Document task pane.

LESSON 1


Template File LocationsTemplate files are stored in various locations on your local computer. They can also bestored on a local network.

• The installed templates location—By default, Word places locally installed tem-plates on the drive where Windows is installed, in the path \Program Files\Microsoft Office\Templates\1033.

• The default user template location—This is the folder where the Normal.dot tem-plate is located. Each user on a system has a separate default template locationand separate version of Normal.dot. By default, it will be on the drive where Win-dows is installed, in the path \Documents And Settings\user name\ApplicationData\Microsoft\Templates. Any other templates stored in this location will alsoappear in the Templates dialog box.

• The downloaded templates location—If you base a document on a template that isstored on the Internet, Word will download a copy of the template to your localcomputer, on the drive where Windows is installed, in the path \Documents AndSettings\user name\Local Settings\Temp.

• The workgroup templates location—The local network administrator can placetemplates in a network location.

This list assumes that Word is installed on a local drive. If Word is installed to run from a networkdrive, the file locations might vary. Further information about Microsoft Office template file paths andlocations is available in the Microsoft Knowledge Base at http://support.microsoft.com/

How to Create a Document Based on a TemplateProcedure Reference: Create a Document Based on a Template

To create a document based on a template:

1. Choose File→New to open the New Document task pane.

Do not click the New Document button if you want to choose your template. This creates a newdocument based on the Normal template.

2. Select the template you want to use.

• To search for a template on Microsoft.com, enter a search term in the Searchtext box.

• To browse for a template on Microsoft.com, click the Templates Home Pagelink, and then click links to the various template categories.

• To browse for a template stored on the local computer, click the On MyComputer link to open the Templates dialog box.

3. Open a document based on the template.

• On the Microsoft Templates website, click the Edit In Microsoft Word buttonfor the template you want.

• In the Templates dialog box, select the template and click OK.

4. Edit the default text in the template as needed.

5. Save the document.

LESSON 1


ACTIVITY 1-6Creating a Document Based on a Template


Scenario:You are a property manager at Burke Properties. Jan Burke, the president of Burke Properties,is vacationing in Hawaii and you are handling some of her duties in her absence. Today, youmet with Bob Wannamaker from the Creative Associates ad agency. During the meeting, youand Bob made handwritten changes to some new ad copy. You want to fax the changes to Janfor her approval, and you want to include a professional-looking cover sheet.


1. Open a new document based on theProfessional Fax template.

a. Choose File→New. The New Documenttask pane opens.

b. Under Templates, click On My Computerto open the Templates dialog box.

c. Select the Letters & Faxes tab.

d. Select the Professional Fax template.

e. Click OK to open a new document basedon the template for editing in Word.

2. Edit the default template text inthe document to include the To,From, and CC names, the number ofpages, and Jan’s fax and phonenumbers (808-555-1111 and 808-555-2222).

The date in the fax template is generatedby a date and time field in Word, so itwill always display the current date.

a. The generic “Click here and type returnaddress...” text at the top of the docu-ment is generated by the template. Clickthe text that reads “Click here and typereturn address...” to select it.

b. Press Delete.

c. The “Company Name Here” text is actu-ally a one-cell table. Select the“Company Name Here” text.

LESSON 1


d. Type Burke Properties

e. The To and From area of the template isalso a table. Click the generated text onthe To line.

f. Type Jan Burke to replace the generatedfield text with your own text.

g. Select the text on the From line andtype your name.

h. On the Fax line, type 808-555-1111

i. On the Pages line, type 2 total

j. On the Phone line, type 808-555-2222

k. On the Re line, type Ad meeting notes

l. On the CC line, type Bob Wannamaker,Creative Associates

m. Scroll down and select the text that fol-lows the word “Comments.”

n. Type Let us know what you think.

3. Save the document as My Fax andclose the document.

a. Save the document as My Fax

b. Close the document.

LESSON 1


TOPIC GGet Help Using WordAs you use Word, you may come across things that are unfamiliar to you. In this topic, youwill use Word’s built-in Help system to get assistance when you have a question.

You may have once heard the phrase, “Physician, heal thyself.” In Word, the counterpartwould be, “Word user, help thyself.” Although most of us aren’t capable of healing ourselves,Word’s built-in Help system enables us to help ourselves whenever we have Word-relatedquestions. As a result, you no longer need to rely on your coworkers or tech support. You canfind the answers you need immediately. In short, the Help system can increase your knowledgeof Word as well as your independence.

Help Task PaneThe Help task pane provides you with a quick way to find answers to your questions. Anotheruseful feature of the Help task pane is the Table Of Contents option, which contains a compre-hensive list of Word-related help topics grouped by task.

Figure 1-5: The Help task pane.

Show and Hide Task PanesBy default, the Getting Started task pane is displayed when you start Word. However,if you want to see more of the program window, you can hide the task pane area fromview. To do so, choose View→Task Pane. If you want to display a specific task panein the task pane area, from the Other Task Panes drop-down list, select the desired taskpane.

You can also quickly show or hide the task pane by pressing Ctrl+F1.

Figure 1-6: Show any task pane using the Other Task Panes drop-down list.

Display the Other Task Panesdrop-down list to show the

different task panes, some ofwhich will be covered in the

course.

LESSON 1


Additional Methods for Getting Help in WordFrom the Help menu or in the lower half of the Help task pane, you may notice theOffice Online options. These are several different ways to get help from onlineresources, such as access to additional training and online communities. Clicking anyof the links in this area displays the Office-related help topics in a web browserwindow. (The Help menu on the menu bar offers similar options.)

To take full advantage of Word’s additional online offerings, you will need to have an active Internetconnection.

Search Results Task PaneWhenever you use the Type A Question For Help text box in the menu bar or any task pane tosearch for something, the results will be listed in the Search Results task pane. When you clicka result in the task pane, the related information is displayed in a Microsoft Office Word Helpwindow.

Figure 1-7: The Search Results task pane.

How to Get Help Using WordProcedure Reference: Use the Type A Question For Help Text Box

To get help using the Type A Question For Help text box:

1. Click in the Type A Question For Help text box.

You can also use the Microsoft Word Help task pane. To display it, choose Help→Microsoft WordHelp.

2. Type your question and press Enter. A list of results that may answer your ques-tion is displayed in the Search Results task pane.

Previously asked questions are available in the Type A Question For Help drop-down list.

3. In the Search Results task pane, click the desired result to display the related helptopic(s) in a Microsoft Word Help window.

LESSON 1


ACTIVITY 1-7Getting Help with Word


Scenario:Since you are still a relatively new user of Word, you may want to learn more about howmenus and toolbars work.


1. Use the Type A Question For Helpbox to learn more about how menusand toolbars work in Word.

a. In the menu bar, click in the Type AQuestion For Help text box.

b. Type How do menus and toolbars work?and press Enter.

c. In the Search Results task pane, click theAbout Menus And Toolbars result to dis-play the help topic.

2. Display the definition for “menu.” a. In the Microsoft Office Word Help window,click the underlined word “menu” todisplay its definition.

Clicking “menu” again hides the definition.

3. Display all definitions and explana-tions on the About Menus AndToolbars screen.

a. Near the top of the About Menus AndToolbars screen, click the underlinedwords “Show All.”

The “Show All” text turns to “Hide All.”

b. Verify that all definitions and explana-tions have been displayed.

You may want students tomaximize the Microsoft Office

Word Help window.

LESSON 1


4. Close the Microsoft Office WordHelp window and the Search Resultstask pane.

a. In the upper-right corner of the MicrosoftOffice Word Help window, click the Closebutton.

b. Close the Search Results task pane.

Lesson 1 Follow-upIn this lesson, you explored the Word environment and used Help to learn about a topic ofinterest. You also were introduced to some of Word’s default typing options, such asAutoComplete, AutoCorrect, and AutoText, as you created a basic document. You saved yourdocument in a new folder and also saved the document in a different file format. You alsochanged the default folder location for saving and opening documents and changed the docu-ment author name. Finally, you created a document based on a default template.

1. What are some types of documents you will create in Word?

Answers will vary, but may include letters, memos, calendars, newsletters, reports, andso on.

2. What do you think about Word’s default typing options? Do you think they are useful?

Answers will vary. The default typing options can be useful because they save you fromtyping extra keystrokes and make your text more accurate by correcting commonmistakes. On the other hand, they happen automatically, which may “surprise” you orslow down your typing.

LESSON 1


NOTES


Editing a Document

In this lesson, you will edit documents by locating and modifying text.

You will:

• Insert text in an existing sentence.

• Insert a symbol and special character.

• Select text in a document.

• Move and copy text from one location to another.

• Delete blocks of text.

• Undo and redo changes made to a document.

• Find and replace text.

• Insert page numbers.

Lesson Time1 hour(s)LESSON 2

LESSON 2

Lesson 2: Editing a Document 31

IntroductionYou’ve learned how to create a new document. At some point, you may need to revise it. Inthis lesson, you will make changes to your documents.

Editing a handwritten document requires you to rewrite the entire document to include thechanges. Word minimizes the effort required to revise your documents by enabling you tochange your existing documents at any time, without using messy correction fluid and withoutstarting your document over again.

TOPIC AInsert TextOnce you know how to navigate within a document, it’s time to put that knowledge to use. Inthis topic, you will navigate to a specified location to insert new text.

You want your document’s meaning to be as clear as possible. That’s not always the case aftertyping a first draft. As you enter text, often you type the words as they come to mind. Onceyou’ve had a chance to review a printed copy of the document, chances are good that you willwant to add small amounts of text—a word here and there—just to clarify the message you aretrying to convey.

How to Insert TextProcedure Reference: Insert Text in a Document

To insert text:

1. Place the insertion point at the location where you want to insert new text.

2. If you need to type over existing text, press the Insert key.

3. Type the new text that you want to appear in the document.

Line BreaksA line break is displayed as a formatting mark and is used to end the current linebefore it wraps to the next line automatically without starting a new paragraph. Whenformatting marks are displayed, the line break looks like this in the text area.

Procedure Reference: Insert a Line Break

To insert a line break:

1. Place the insertion point at the location where you want to insert the line break.

2. Press Shift+Enter to force a line to break while still remaining part of theparagraph.

Procedure Reference: Delete a Line Break

To delete a line break:

1. Place the insertion point on the same line as the line break that you want todelete.

2. Press Delete.

LESSON 2


Overtyping TextYou can type over existing text by activating the Overtype mode. To activate theOvertype mode, press the Insert key. In the status bar, the text “OVR” appears. Thetext you type replaces the text to the right of the insertion point, one character at atime. To switch to Insert mode, double-click the text “OVR” in the status bar.

ACTIVITY 2-1Inserting Text in an Open Document

Data Files:

• Burke Draft.doc


Scenario:After reviewing the Burke Draft document, you decide to clarify a few things. On page three,you need to replace the word “Positions” with “Locations.” Near the end of the document,“New York, New Jersey, and Pennsylvania” is the only three-state grouping in the list. Thesestates need to be referred to as “The Tri-State Area.” You notice that a line break has beenmistakenly inserted in the paragraph on page three that begins with “The Regional RealEstate.” Also, you want to mark the modified document as a second draft.


1. Open the Burke Draft document andreplace the word “Positions” with“Locations.”


b. In the Open dialog box, select BurkeDraft.doc and click Open.

c. Scroll down and place the insertionpoint before the word “Positions.”

d. Press the Insert key.

e. Type Locations

2. Before “New York, New Jersey, andPennsylvania,” insert The Tri-StateArea (.

a. Scroll down and place the insertionpoint before the words “New York, NewJersey, Pennsylvania.”

b. Press the Insert key to disable over-writing.

c. Type The Tri-State Area (

3. Insert a closing parenthesisafter “Pennsylvania.”

a. To move the insertion point to the end ofthe line, press End.

b. Type )

LESSON 2


4. Because text now spans more thanhalf the page, insert a line break sothe text within the parentheses ison its own line.

a. Place the insertion point before theopening parenthesis.

b. To insert a line break, press Shift+Enter.

5. Delete the line break inserted inthe paragraph that begins with“The Regional Real Estate.”

a. Scroll up to view the paragraph thatbegins with “The Regional Real Estate”and place the insertion point after theword “Service.”

b. Press Delete to delete the line break.

6. At the top of the document, beforethe word “DRAFT,” insert the word“SECOND.”

a. Press Ctrl+Home to move the insertionpoint to the beginning of the document.

b. Type SECOND

c. To separate the words with a space, pressthe Spacebar.

7. Save the document as My SecondDraft in the 084769Data folder.


b. In the File Name text box, type My Sec-ond Draft

c. Click Save.

TOPIC BInsert Symbols and SpecialCharactersGraphic elements certainly add visual interest to documents, but in many cases they can alsoadd meaning. Symbols and special characters are good examples of this. In this topic, you willinsert symbols and special characters.

You are drafting a copyright statement and legal requirements state that you must use thecopyright symbol, ©, along with the word “copyright.” You’ve stared at your keyboard forseveral minutes trying to locate the character, but it’s nowhere to be found. How are you goingto get the circle around the letter “c”? You know it can be done, but how? Word provides con-venient access to a large group of symbols and special characters, such as the copyrightcharacter, that can be inserted quickly and correctly.

SymbolsSymbols are text characters that are not readily available on the standard keyboard, such asaccent marks for foreign languages or currency symbols. Each font may have a slightly differ-ent set of symbols. You can use the Symbol dialog box to review them.

LESSON 2


Figure 2-1: The Symbol dialog box.

Symbols as PicturesSome fonts, such as Wingdings, are collections of symbols that are pictures. When youinsert the symbol in the document, because it is a text character, you can easily changeits size or color to use the character as a picture in your document.

Figure 2-2: Symbols appear as pictures when using a Wingdings font.

Special CharactersSpecial characters are uncommon punctuation, spacing, and typographical characters that arenot readily available on the standard keyboard. A list of these can be found on the SpecialCharacters tab in the Symbol dialog box.

LESSON 2


Figure 2-3: The Special Characters tab in the Symbol dialog box.

How to Insert Symbols and Special CharactersProcedure Reference: Insert a Symbol

To insert a symbol:

1. Place the insertion point where you want to insert the symbol.

2. Choose Insert→Symbol to display the Symbol dialog box.

3. On the Symbols tab, from the Font drop-down list, select the font that includesthe symbol you want to use. The Symbols tab displays the symbols available forthat font.

4. Select the desired symbol.

5. Click Insert to add the symbol to the document.

You can also double-click a symbol to insert it.

6. Click Close.

Procedure Reference: Insert a Special Character

To insert a special character:

1. Place the insertion point where you want to insert the special character.

2. Choose Insert→Symbol to display the Symbol dialog box.

3. On the Special Characters tab, select the desired character.

4. Click Insert to insert the special character in the document.

You can also double-click a special character to insert it.

5. Click Close.

LESSON 2


ACTIVITY 2-2Inserting Symbols and Special Characters

Data Files:

• Rates of Interest.doc

Setup:My Second Draft.doc is open.

Scenario:You have finished drafting a company newsletter called Rates of Interest. In the Legal Infor-mation paragraph, the company style guide requires a registered trademark characterimmediately following the “Rates of Interest” publication name, and a copyright characterbetween the word “Copyright” and the year the document was published. Furthermore, thestyle guide requires that the word “Phone” be replaced by a telephone symbol in the “ContactInformation” paragraph.


1. Open the Rates of Interestdocument.


b. In the Open dialog box, select Rates ofInterest.doc and click Open.

2. In the “Legal Information” paragraphof the Rates of Interest document,after the publication title,“Rates ofInterest,” insert a registered trade-mark special character.

a. Near the end of the “Legal Information”paragraph, place the insertion pointafter the word “Interest” in the “Ratesof Interest” text.

b. Choose Insert→Symbol to display theSymbol dialog box.

c. Select the Special Characters tab.

d. In the Character list box, selectRegistered.

e. Click Insert to place the registered trade-mark symbol in the text.

f. Click Close.

LESSON 2


3. In the same paragraph, insert acopyright special characterbetween the word “Copyright” andthe year “2005.”

a. Place the insertion point just before theyear 2005.

b. Choose Insert→Symbol and select theSpecial Characters tab.

c. In the Character list box, select Copyrightand click Insert.

d. Click Close, then press the Spacebar toseparate the copyright character from theyear.

4. Replace the word “Phone” with atelephone symbol.

a. Scroll down to view the “Contact Infor-mation” paragraph and double-click theword”Phone.”

b. Choose Insert→Symbol.

c. From the Font drop-down list, selectWingdings.

d. In the first row of the symbols area,select the Telephone icon.

e. Click Insert.

f. Click Close.

5. Save the document as My Rates ofInterest.


b. In the File Name text box, type My Ratesof Interest

c. Click Save.

d. Choose File→Close.

LESSON 2


TOPIC CSelect TextOnce you have your text in a document, you may want to make some more extensive edits.But before you can perform most editing techniques in Word, you need to first select the textyou want to edit. In this topic, you will select text.

Without being able to select text, the number of things you can do in Word will be limited.You need to be able to select text to take advantage of the program’s more powerful word pro-cessing capabilities without spending a lot of time.

How to Select TextIf you want to change text, you first have to select it. Using the mouse and keyboard, you canselect individual characters, words, sentences, paragraphs, and entire documents.

Many keyboard navigation shortcuts can be combined with Shift to select text.

The following table shows the most common text selection techniques.

Selection Method How to Make the SelectionDrag Place the insertion point at one end of the text you want to

select. Press and hold the mouse button. Move the mousepointer to the other end of the text; this creates a highlightedarea (a selection) between the two ends. Then, release themouse button. This method is ideal for small selections, such asindividual characters.

Select a word Place the mouse pointer over the word you want to select anddouble-click the mouse button. Word selects the trailing spacealong with the word, but not punctuation marks.

Select a sentence Place the mouse pointer over the sentence you want to select.While pressing Ctrl, click the mouse button. Word selects endpunctuation and trailing spaces along with the sentence.

Select a line Place the mouse pointer in the selection bar next to the lineyou want to select. The mouse pointer will change from anI-beam to a right-pointing arrow. Click the mouse button andWord selects the entire line of text.

Select multiple lines Place the mouse pointer in the selection bar next to the first orlast line of text you want to select. Press and hold the mousebutton, and drag down or up to select additional lines.

Select a paragraph Place the mouse pointer over the paragraph you want to selectand triple-click the mouse button. Word automatically selectsthe paragraph mark along with the paragraph.

Select a document Either place the mouse pointer over the selection bar and, whilepressing Ctrl, click the mouse button, or triple-click in theselection bar. (You can also choose Edit→Select All, or pressCtrl+A.)

Select a variable amount oftext

Place the insertion point at the beginning of the text you wantto select. While pressing Shift, press the desired Arrow keys toselect just the text you want.

Verify that students know thatthe I-beam is a mouse pointerand is different than theinsertion point.

LESSON 2


Selection Method How to Make the SelectionExtend a selection Make a selection. While pressing Shift, press the Right Arrow

key to extend the selection one character at a time, or press theDown Arrow key to extend the selection one line at a time.

Shorten a selection Make a selection. While pressing Shift, press the Left Arrowkey to shorten the selection one character at a time, or pressthe Up Arrow key to shorten the selection one line at a time.

Select items that aren’t nextto each other

Select the first item (a line or paragraph, for example), pressand hold Ctrl, and use the mouse to select any additional itemsyou want.

Deselect Make another selection, or click the mouse button anywhere inthe text area away from the selected text.

ACTIVITY 2-3Selecting Text in an Open Document


Scenario:In order to edit documents efficiently, you must be able to select the text you want to affect.You decide to practice various text selection techniques in the open document.


1. Select the words “SECOND DRAFT.” a. Place the insertion point before the “S”in “SECOND.”

b. Press and hold the mouse button as youdrag the mouse pointer so that both“SECOND” and“DRAFT” are highlighted.

c. To complete the selection, release themouse button.

2. In the paragraph that begins with“Burke Properties was founded...,”select the first line.

a. To the left of the line that beginswith“Burke Properties was founded...,”position the mouse pointer in the selec-tion bar.

b. To select the entire line, click once.

LESSON 2


3. Use the Shift and Right Arrow keysto extend the selection so itincludes “firm.”

a. Press and hold Shift, and press the RightArrow key five times to select the word“firm” and the end punctuation.

b. Release Shift.

4. Select the “Burke Properties wasfounded...” paragraph.

a. Place the mouse pointer over the“Burke Properties was founded...”paragraph.

b. Triple-click to select the paragraph.

5. Select all the text in the document. a. Choose Edit→Select All.

6. Deselect the document text. a. Click anywhere in the text area to can-cel the selection.

7. What happens to text when you select it?

Answers will vary, but may include the following: The text becomes highlighted; the textturns white with a black background; the text is shaded.

8. Do you find selecting text easier using the mouse, the keyboard, or a combination ofboth?

Answers will vary, but may include the following: It’s easier to select text with the mousebecause you can make small or large selections with little difficulty. It’s easier to selecttext with the keyboard because it’s easier to control the selection. It’s easier to combineboth methods because you can quickly place the insertion point (using the mouse) and useShift to extend the selection.

LESSON 2


TOPIC DMove and Copy TextThere may be occasions when you want to move or reuse text—perhaps in the same documentor in another document. With Word, you can do so quickly and easily. In this topic, you willexplore ways to move and copy text.

If you want to repurpose or rearrange blocks of text, copying and moving makes retypingunnecessary, thereby saving time as well as avoiding making typing mistakes. For instance,you are making changes to the annual report you wrote. Management wants to see how thereport will look if you rearrange several of the sections. Additionally, they want you to includethe new product information that’s in this month’s catalog insert. You could spend a lot oftime retyping, or you could move and copy the text.

Clipboard Task PaneThe Clipboard task pane is a storage area that shows copied or cut items. As you cut and copyitems from any open program, the items are collected on the Clipboard task pane. You caneasily paste any item from the Clipboard in any order, regardless of the order in which theitems were copied.

Figure 2-4: The Clipboard task pane.

Clipboard Task Pane TipsThe Clipboard task pane can hold up to 24 items and is available in any MicrosoftOffice application. When you cut or copy the 25th item, without warning, the Clip-board task pane drops the oldest entry and adds the new one as the first item on theClick An Item To Paste list. The contents of the Clipboard task pane remain availableuntil you exit all Office applications or exit Windows. Clicking Clear All in the taskpane will also erase the items from the list. To open the Office Clipboard, chooseEdit→Office Clipboard or press Ctrl+C twice. However, it appears automatically if youcut or copy two items, one after the other, without pasting.

Switch Between DocumentsEach new document you create or open in Word has its own document window. You can havemultiple documents open at the same time and copy or move text between them. The taskbardisplays the name of each open document or application. When the taskbar is full, a number isdisplayed next to each application name, indicating how many windows for that application arecurrently open. To switch between documents, you can click the application’s icon on thetaskbar and select the document you want to switch to.

LESSON 2


You can also switch between open documents by using the Window menu. A list of opendocuments is displayed. The name of the document that is currently open in the active windowhas a check mark next to it. Select the document you want to display in the active window.You can also press Alt+Tab to switch between documents.

How to Move and Copy TextProcedure Reference: Move a Single Text Selection to a New Location

To move a single text selection:

1. Select the text you want to move.

2. Cut the selected text.

• On the Standard toolbar, click the Cut button.

• Choose Edit→Cut.

• Press Ctrl+X.

• Or, right-click to display a shortcut menu and choose Cut.

3. Place the insertion point where you want to move the text.

4. Paste the cut text.

• On the Standard toolbar, click the Paste button.

• Choose Edit→Paste.

• Press Ctrl+V.

• Or, right-click to display a shortcut menu and choose Paste.

Drag and DropWhen you only need to move text a short distance, it may be quicker to drag it. To dothis, simply select the text, press the mouse button, drag the text to where you want itto be, and release the mouse button to drop the selection in the new location. Note thatdragging and dropping a selection does not add it to the Clipboard task pane.

Paste OptionsWhen you paste an item, the Paste Options smart tag can be used to change how thepasted text is formatted.

Table 2-1: Paste Options Explained

Option DescriptionKeep Source Formatting Pastes the item as is, retaining the original

formatting so the pasted item looks just like itdid when it was copied.

Match Destination Formatting The copied item’s original formatting isreplaced by the formatting used at the destina-tion where item is pasted.

Keep Text Only Pastes only the item, stripping all formattingthat may have been copied.

Apply Style Or Formatting Displays the Styles And Formatting task pane.

Procedure Reference: Move Several Text Selections to a New Location

To move several text selections:

1. Select the text you want to move.

LESSON 2


2. Cut the selected text.

3. Repeat steps 1 and 2 to cut other text selections to the Clipboard task pane.

4. Place the insertion point where you want to move the text.

5. In the Clipboard task pane, click the cut item that you want to paste into thedocument.

6. Repeat steps 4 and 5 as needed.

Procedure Reference: Copy a Single Text Selection to a New Location

To copy a single text selection:

1. Select the text you want to copy.

2. Copy the selected text.

• On the Standard toolbar, click the Copy button.

• Choose Edit→Copy.

• Press Ctrl+C.

• Or, right-click to display a shortcut menu and choose Copy.

3. Place the insertion point where you want to paste the copied text.

4. Paste the copied text.

Procedure Reference: Copy Several Text Selections to a New Location

To copy several text selections:

1. Select the first text selection you want to copy.

2. Copy the selected text.

3. Repeat steps 1 and 2 to copy other text selections to the Clipboard task pane.

4. Place the insertion point where you want to paste the copied text.

5. In the Clipboard task pane, click the copied text item that you want to paste intothe document.

6. Repeat steps 4 and 5 as needed.

Procedure Reference: Switch Between Open Documents

To switch between open documents:

You can also switch between documents by clicking the document’s button on the Windows taskbar orby pressing Alt+Tab.

1. Choose Window to display a list of open documents. The name of the file that iscurrently open in the active window has a check mark next to it.

2. From the Window menu, choose the document you want to display in the activewindow.

LESSON 2


ACTIVITY 2-4Moving Text Within a Document

Data Files:

• Nolan Letter.doc


Scenario:As you review the draft, you notice some paragraphs that seem out of place. On page one, youbelieve that the “Our Company Affiliations” heading and the paragraph that immediately fol-lows it should be moved down in the document so that they precede the paragraph on pagetwo that begins with “The Association of Realtors.” The other paragraph that seems misplacedis the short “Our Services” heading on page two. It should be on page one, just before theparagraph that begins with “Burke Properties relocation services.” You realize that some con-tent is missing in the document: specifically, a list of things a realtor does for his or her clientsunder the “Selling Your Home” paragraph on page two, and the Burke Properties guarantee onpage three below the “Our Guarantee” paragraph. Fortunately, you recall seeing that informa-tion in a letter written to Beth Nolan. In the draft, you also realize that the name of thedepartment is missing in the paragraph that begins with “Special Network:” and you need togive the name of the department as “Relocation” (which is present in the document in severalplaces).


1. Open the Nolan Letter document. a. Choose File→Open.

b. Select Nolan Letter.doc, and then clickOpen.

2. From page one, cut the text fromthe “Our Company Affiliations”heading through the blank line afterthe paragraph that begins with“Burke Properties is a privatelyowned.”

a. Choose Window→1 My Second Draft.doc.

b. Scroll down and select the followingthree paragraphs: “Our CompanyAffiliations,”“Burke Properties is a pri-vately owned,” and the subsequent blankline paragraph.

c. On the Standard toolbar, click the Cutbutton.

3. Move the cut text to page two, justbefore the paragraph that beginswith “The Association of Realtors.”

a. Scroll down and place the insertionpoint before the word “The” in theparagraph that begins with “The Asso-ciation of Realtors.”

b. On the Standard toolbar, click the Pastebutton.

LESSON 2


4. From page two, move the “Our Ser-vices” paragraph to page one, justbefore the paragraph that beginswith “Burke Properties services.”

a. Scroll down and select the “Our Ser-vices” paragraph.

b. On the Standard toolbar, click the Cutbutton.

c. Press Page Up. Place the insertion pointbefore the word “Burke” in the para-graph that begins with “BurkeProperties services.”

d. On the Standard toolbar, click the Pastebutton.

5. Switch to the Nolan Letter.docdocument, and copy the headingand list that begins with “Here’swhat a realtor” and the sentencethat begins with “We are so sure.”

a. Choose Window→2 Nolan Letter.doc.

b. Choose Edit→Office Clipboard to displaythe Clipboard task pane.

c. Scroll down and select the list thatbegins with “Here’s what a realtor.”

d. On the Standard toolbar, click the Copybutton to copy the selection.

e. Press Page Down. At the bottom of theletter, after the text “P S.,” select thesentence that begins with “We are sosure,” including the paragraph mark.

f. On the Standard toolbar, click the Copybutton.

6. In the My Second Draft document,just after the “Selling Your Home”paragraph on page two, use the Clip-board task pane to paste a copy ofthe “Here’s what a realtor” item.

a. Choose Window→1 My Second Draft.doc.

b. On the second page, place the insertionpoint on the blank line below the “Sell-ing Your Home” paragraph.

c. If necessary, choose Edit→Office Clip-board to display the Clipboard.

d. In the Clipboard task pane’s Click An ItemTo Paste list box, click the item thatbegins with“Here’s what a realtor” topaste a copy of it into the document.

7. On page three, just below the “OurGuarantee” paragraph, paste a copyof the item that begins with “Weare so sure.”

a. On page three, place the insertion pointon the blank line below the “Our Guar-antee” paragraph.

b. In the Clipboard task pane’s Click An ItemTo Paste list box, click the item thatbegins with“We are so sure” to paste acopy of it into the document.

LESSON 2


8. Copy the word “Relocation” fromthe text “Relocation Package:” andpaste it before theword“Department” in the para-graph that begins with “SpecialNetwork.”

a. Scroll up to view the paragraph thatbegins with “Relocation Team,” anddouble-click the word “Relocation.”

b. Press Ctrl+C.

c. Scroll down to view the paragraph thatbegins with “Special Network,” andplace the insertion point before theword “Department.”

d. Press Ctrl+V.

9. Close the Nolan letter.

Do not close My Second Draft.docbecause it is required to perform thesubsequent activities in this lesson.

a. Choose Window→2 Nolan Letter.doc.

b. Choose File→Close to close thedocument.

TOPIC EDelete Blocks of TextAs you edit a document, you may have some text that is no longer necessary. You will want todelete that text so it doesn’t clutter your document. In this topic, you will delete blocks ofextra text.

Removing text is a useful way to make your document’s message as clear and as concise aspossible. Some text deletions may be small, which can easily be handled by pressing the Back-space key a few times. But imagine deleting several paragraphs or pages in a document usingthe Backspace key. You would have to press Backspace repeatedly—perhaps hundreds or thou-sands of times! There’s a big risk of deleting too much text, as the insertion point chargesback though your text. Fortunately, in Word you can remove text selections in a more efficientand controlled way.

How to Delete TextProcedure Reference: Delete Text

To delete blocks of text:

1. Select the text you want to delete.

Be sure to select any punctuation, spaces, or paragraph marks if desired.

2. Delete the text.

• Press Delete.

• Press Backspace.

• Or, choose Edit→Clear→Contents.

LESSON 2


ACTIVITY 2-5Deleting Blocks of Text

Setup:My Second Draft.doc is open with the Clipboard task pane displayed.

Scenario:This document is supposed to be a general introduction to Burke Properties and its offerings.Some of the content is too specific and should be deleted.


1. On page 2, delete the textfrom “Relocation Team” throughthe blank line just above“Our Com-pany Affiliations.”

a. Near the bottom of page 1, place theinsertion point before the “R” in “Relo-cation Team.”

b. To display the “Our Company Affiliations”paragraph on page 2, in the vertical scrollbar, click below the scroll box.

c. To extend the selection, press and holdShift, then click before the “O” in “OurCompany Affiliations.”

d. Release Shift to select the block of text.

e. Press Delete.

2. Is the deleted text added to the Clipboard task pane?No.

3. On page 2, delete the textfrom “Mortgage rates for...”through the blank line just above“Currently, with mortgagerates....”

a. On page 2, just below the “Buying aHome” heading, place the insertion pointbefore the “M” in “Mortgage ratesfor...”

If students have difficultymaking a text selection that

spans two pages, have themswitch to Normal view (chooseView→Normal) for this activityonly. Be sure to return to Print

Layout view afterward.

Encourage students to trydragging to select the text

block.

Mention to students that theywould have had to press the

Backspace key more than 900times to delete this text.

LESSON 2


b. Select all the text up to “Currently, withmortgage rates....”

c. Press Delete.

4. After deleting the text block, can you paste it somewhere else?No.

TOPIC FUndo and Redo ChangesAs you enter or edit text, you may make mistakes or simply realize that you liked somethingthe way it was before you made changes. In this topic, you will reverse changes that youmake.

You’ve just finished writing a long letter to your manager, outlining why you should get araise. It has details of all the projects you worked on this year and you decide to go get somecoffee before you bring it to your performance review. While you’re gone, a coworker leavingyou a message accidentally brushes against the keyboard, deleting all the text from thedocument. Of course, you neglected to save the document before you went for coffee. Iseverything lost? No. Although everything appears to be gone, it really isn’t. Word provides youwith a safety net, enabling you to undo changes made to an open document.

How to Undo and Redo ChangesProcedure Reference: Undo a Single Change

To undo a single change made in an open document:

1. Perform an action.

2. Undo the action.

• On the Standard toolbar, click the Undo button.

• Choose Edit→Undo.

• Or, press Ctrl+Z.

Mention to students that theywould have had to pressBackspace more than 600times to delete this text.

Reinforce the fact that deletingtext is different than cuttingtext.

LESSON 2


Procedure Reference: Undo Several Changes

To undo several changes made in an open document:

1. Perform several actions.

2. On the Standard toolbar, display the Undo drop-down list.

3. Select the number of changes to be undone.

Procedure Reference: Redo a Single Change

To redo a single change that was undone in an open document:

1. Undo an action.

2. Redo the undone action.

• On the Standard toolbar, click the Redo button.

• Or, press Ctrl+Y.

Procedure Reference: Redo Several Changes

To redo several changes that were undone in an open document:

1. Undo several actions.

2. On the Standard toolbar, display the Redo drop-down list.

3. Select the number of changes to be redone.

Undo or Redo a Series of ChangesYou can undo or redo a series of actions in the opposite order that the changes wereoriginally performed. This is done using the drop-down lists available on both theUndo or Redo buttons. Simply display the list and select the number of changes youwant to undo or redo. (Figure 2-5 shows how to Undo a series of actions.) You cannotpick a specific change from the list without undoing or redoing all previous changes.Also, Undo and Redo work only for the current working session. Once you close adocument, the Undo and Redo lists are cleared.

While you can undo or redo most actions, certain actions, such as opening, saving, or printing a docu-ment, cannot be undone.

Figure 2-5: Undoing a series of actions.

Delete, Cut, and ClearUnlike items you cut, deleted items cannot be pasted because they are not collected bythe Clipboard task pane. The deleted item can be restored only by using the Undocommand. Additionally, when you press Delete you are not technically deleting theselection. Word refers to deleting as clearing. It’s a subtle distinction, but one worthknowing.

Show students the options onthe Edit→Clear menu.

LESSON 2


ACTIVITY 2-6Recovering Deleted Blocks of Text


Scenario:You heard that the Kentucky, Ohio, and Texas offices were going to be closed soon so youdecide to delete those items from the Burke Properties Locations list. After a while, you findout that what you heard about the Texas offices was only a rumor. And there’s a possibilitythat the Kentucky and Ohio offices may remain open too. You decide to restore those threeblocks of text to the list of offices at the end of the document.


1. Delete the Kentucky, Ohio, andTexas blocks of text, as well as theblank lines after each.

a. Select and delete Kentucky, includingLexington and the blank line thatfollows.

b. Select and delete Ohio, including Cleve-land, Toledo, and the blank line thatfollows.

c. Select and delete Texas, including Dallasand San Antonio.

2. Undo the Texas text block deletion. a. To restore the Texas, Dallas, and SanAntonio block of text, on the Standardtoolbar, click the Undo buttononce.

3. Undo the Ohio and Kentucky dele-tions at the same time.

a. Display the Undo button’s drop-downlist.

LESSON 2


b. Move the mouse pointer down over thesecond Clear action so that both arehighlighted.

c. To restore both the Ohio and the Kentuckytext blocks at the same time, click thesecond Clear action.

4. The Planning Department has con-firmed that the Kentucky offices areindeed closing. Redo the Kentuckytext block deletion.

a. To delete the Kentucky text block again,on the Standard toolbar, click the Redobutton once.

TOPIC GFind and Replace TextNow that you have performed some basic editing tasks, you can see that scrolling through adocument to locate and fix errors is very time-consuming. There’s a better way to performthese types of edits. In this topic, you will quickly and efficiently search for and replace text.

If you’re working on a short document, it’s not too difficult to find the text you’re looking forif you just scroll up and down. However, if you’re looking for a client’s name in a 200-pagelegal document, that method is like looking for a needle in a haystack. How are you going tolocate every occurrence of a client’s name? And what if your client changes her last namefrom Smith to Tompkin? How are you going to change each occurrence of Smith to Tompkin?Scrolling is no longer an efficient option. That could take hours and you may miss one or twooccurrences of the name. Word enables you to locate every occurrence of the text you want tofind, then presents you with the opportunity to selectively replace an occurrence or replacethem all with the click of a button.

Find and Replace OptionsFind and Replace options can help you quickly locate just what you are looking for in adocument. The Find And Replace dialog box contains the following features:

• Search Options, which can be used to search the document in a specific direction or tolocate specific text patterns.

• The Format button, which can be used to locate specific instances of formatting.

• The Special button, which can be used to enter codes for nonprinting characters in theFind What and Replace With text boxes.

LESSON 2


When the More button is clicked, it changes to the Less button.

Figure 2-6: Search options displayed in the Find And Replace dialog box.

How to Find and Replace TextProcedure Reference: Find Text

To find text in your document:

1. Display the Find tab in the Find And Replace dialog box.

• Choose Edit→Find.

• Or, press Ctrl+F.

2. In the Find What text box, type the text you want to locate.

3. If necessary, set search options.

a. Click the More button to display search options.

b. Set the desired option(s).

c. Click the Less button to hide the search options.

4. Click Find Next to locate the first occurrence of the text in the document. Con-tinue clicking Find Next to advance to the next occurrence.

5. When Word has finished searching the document, click OK.

6. When finished, click Cancel to close the Find And Replace dialog box.

Procedure Reference: Replace Text in Your Document

To search for and replace text in your document:

1. Display the Replace tab in the Find And Replace dialog box.

• Choose Edit→Replace.

• Or, press Ctrl+G.

2. In the Find What text box, type the text you want to locate.

3. If necessary, set search options.

Take a moment to show theFormat and Special options inthe Find And Replace dialogbox.

LESSON 2


4. In the Replace With text box, type the text that you want to substitute for anyfound occurrences.

Include any special characters, such as tabs, double spaces, and the like.

5. Click Find Next to begin the search. In the document’s text area, Word will high-light the first occurrence of the found text. You can then make one of thesedecisions:

• Click Replace to replace the highlighted text and continue searching for thenext occurrence. In this way, you replace selected text on a case-by-casebasis.

• Click Find Next to leave the highlighted text unchanged and continue search-ing for the next occurrence.

• Click Replace All to replace all occurrences of the text at the same time. Becareful—if you use Replace All, you can easily make changes you did notintend to make.

If you change your mind about a replace operation, click the Undo button on the Standardtoolbar. If you used the Replace button, Word will undo the replacements one by one. Ifyou used the Replace All button, Word will undo all the replacements at once.

ACTIVITY 2-7Finding and Replacing Text

Setup:My Second Draft.doc is open. If necessary, close the Clipboard task pane.

Scenario:The last time a document like this was reviewed, Burke Properties wasn’t properly capitalizedin all cases. The “B” in Burke and the “P” in Properties should always be capitalized. Also, aspart of a new human resources department initiative, many job titles have been updated. Youhave been asked to make sure that wherever you find the job title “broker,” it is changed to“agent.”

LESSON 2



1. Prepare to search the document forany lowercase instances of “burkeproperties.”

a. Move the insertion point to the top ofthe document.

b. Choose Edit→Replace to display theReplace tab in the Find And Replace dia-log box.

You may need to expand the Edit menu to dis-play the Replace option.

c. In the Find What text box, type burkeproperties with the “b” and “p”lowercase.

For this activity, in the Find What text box, it isnecessary to type “burke properties” in all low-ercase letters.

d. Click the More button to display thesearch options.

e. Under Search Options, check the MatchCase check box.

When you check the Match Case check box, itis listed below the Find What text box.

f. Click Less to reduce the size of the dialogbox.

2. Replace “burke properties” with“Burke Properties.”

a. In the Replace With text box, type BurkeProperties with a capital “B” and a capi-tal “P.”

b. Click Find Next to find the first occur-rence of “burke properties.”

You can move the Find And Replace dialog boxout of the way to see the found text in thedocument.

c. Click Replace to replace the lowercaseinstance with the uppercase version.

d. Click Replace to replace the nextinstance.

e. When Word has finished searching thedocument, click OK.

LESSON 2


3. Prepare to replace instances ofthe “broker” job title with“agent.” This time, don’t use theMatch Case search option.

a. In the Find What text box, type broker

b. Press Tab to move the insertion point intothe Replace With text box.

c. Type agent

d. Click More.

e. Uncheck the Match Case check box.

Notice that the option is removed from belowthe Find What text box.

f. Click Less.

4. Find and replace instances of theword “broker” with the word“agent.”

a. Click Find Next to find the first occur-rence of “broker.”

b. In the text area, observe the selectedtext.

c. Click Find Next to ignore that occurrenceand to continue the search.

d. Click Replace to replace “broker” with“agent” and continue the search.

e. In the next occurrence, the “broker” partof the word “brokers” is selected. Sincereplacing “broker” with “agent” in thiscase would work, click Replace.

f. When appropriate, continue replacingany remaining occurrences of “broker”with “agent.”

g. When finished, click OK and close theFind And Replace dialog box.

5. Save your changes to My SecondDraft.doc.

a. To update the file with the changes youhave made, on the Standard toolbar, clickthe Save button .

LESSON 2


TOPIC HInsert Page NumbersYou are working on a huge document that has more than 50 pages and you decide to print thedocument. To reduce confusion when printing a lengthy document, you can number the pagesin the document. In this topic, you will insert page numbers.

You’ve just printed a very large document. When you retrieve it from the printer, you acciden-tally drop it, where it scatters in all directions on the floor. You probably wish you hadnumbered it so you could put it back together again in order! In this topic, you’ll do just that.

How to Insert Page NumbersProcedure Reference: Insert Page Numbers

To insert page numbers:

1. Choose Insert→Page Numbers to display the Page Numbers dialog box.

2. From the Position drop-down list, select the desired position for the pagenumbers.

3. From the Alignment drop-down list, select the desired position for the pagenumbers.

4. Click OK to close the Page Numbers dialog box.

ACTIVITY 2-8Inserting Page Numbers


Scenario:You have completed inserting text into the draft. You want to print the draft and have a look atit to ensure that you have not missed out on anything. You decide that it will be better to num-ber the pages so that it will be easier to transfer any changes that need to be made to theelectronic file.

LESSON 2



1. Insert page numbers at the bottomof each page and center-align them.

a. Choose Insert→Page Numbers.

b. Verify that Bottom Of Page (Footer) isselected in the Position drop-down list.From the Alignment drop-down list, selectCenter.

c. Click OK to close the Page Numbers dialogbox.

d. Scroll down to view the page number.

2. Save and close the document. a. On the Standard toolbar, click the Savebutton.

b. Choose File→Close.

Lesson 2 Follow-upIn this lesson, you inserted text, symbols, and special characters. You made minor edits byinserting text for clarification as well as more comprehensive edits by selecting and deletinglarge blocks of text. You reused some text by moving and copying it within a document andbetween documents. You reversed changes you made using the Undo command. You alsolocated and replaced text as needed.

1. How do you currently edit documents?

Answers will vary, but may include the following: Edit a printed copy; edit the documenton the screen; scroll through the open document and make changes as needed; and pay tohave the documents sent to a contractor to be edited offsite.

2. Compared to how you currently edit your documents, how can the editing techniquespresented in this lesson help you work more efficiently?

Answers will vary, but may include the following: Navigate within a document more effi-ciently; select and delete text with fewer keystrokes; insert text in the proper location;enter text more quickly (AutoText); find and replace text more quickly so as not to missany instances that need to be changed; and make edits with more confidence (Undo).

LESSON 2


Formatting Text

In this lesson, you will format text.

You will:

• Change the font, font size, and case of the selected text.

• Apply font styles and effects to selected text.

• Change text color.

• Copy formatting from one text selection to another.


LESSON 3

Lesson 3: Formatting Text 59

IntroductionNow that you can enter and edit text in a document, it’s a good time to make your text morevisually appealing. Whether to make a selection stand out from surrounding text or to meet astylistic requirement, formatting text can enhance your document. In this lesson, you will learnsome ways to format text to do just that.

There will be times when you want a word, phrase, or line of text to stand out from yourdocument’s main text. With a variety of font colors, sizes, and styles, you can direct your read-er’s attention to important information by formatting characters.

TOPIC AChange Font and SizeYou have a document with text that all looks the same. The document’s message could benefitfrom making some of the text more distinctive. In this topic, you will change the font and sizeof selected text to distinguish it from surrounding text.

The primary goal of any document is to get someone to read it. The font choices you makecan help you achieve that goal. On the one hand, subtle but intentional changes to the font andfont size can make your text more professional and legible. By varying the font’s size, you candivide your document into more accessible and memorable pieces for the reader. By varyingthe font you use, you can draw attention to critical concepts. On the other hand, if you use toomany fonts, or vary the font sizes without a good reason, you can make it virtually impossiblefor anyone to read your document without experiencing a headache.

FontsA font is a named set of characters that combines several design qualities. The set of charac-ters includes letters, numbers, punctuation marks, and so on. The following is an example oftwo common fonts.

Figure 3-1: Each font includes several qualities.

Font Size MeasurementFont size refers specifically to a font’s height. The size is measured in points (some-times abbreviated as pt or pts). Each point is about 1/72 of an inch. So if text has a72-pt font size, it is about an inch tall. Word’s default font size is 12 pt.

Show students Solutions\Examples of Different

Fonts.doc.

LESSON 3


Figure 3-2: Font size measurements.

How to Change Font and SizeProcedure Reference: Change the Font

To change the font of text:

1. Select the text you want to affect.

2. Change the font.

• On the Formatting toolbar, from the Font drop-down list, select the desiredfont.

Press Ctrl+Shift+F to access the Font drop-down list.

• Or, using the Font dialog box, choose Format→Font. From the Font drop-down list, select the desired font. Click OK.

Press Ctrl+Shift+D to display the Font dialog box.

Procedure Reference: Change the Font Size

To change the font size of text:


2. Change the font size.

• On the Formatting toolbar, from the Font Size drop-down list, select thedesired font size.

Press Ctrl+Shift+P to access the Font Size drop-down list.

• Or, using the Font dialog box, choose Format→Font. From the Size drop-down list, select the desired size. Click OK.

Procedure Reference: Change the Case of the Text

To change the case of text:


2. Choose Format→Change Case.

3. Select the desired case.

4. Click OK.

Types of CasesThe following five case options are shown in the Change Case dialog box.

LESSON 3


Case DescriptionSentence Case The first character of every sentence will be

capitalized and the remaining characters willremain unchanged.

Lowercase All characters of the selected text will be con-verted into lowercase.

Uppercase All characters of the selected text will be con-verted into uppercase.

Title Case The first character of every word of theselected text will be converted into uppercase.

Toggle Case All characters in lowercase will be convertedinto uppercase and all characters in uppercasewill be converted into lowercase.

ACTIVITY 3-1Changing the Font and Font Sizes

Data Files:

• Relocation Services.doc


Scenario:All the text in the Relocation Services document looks the same, so the content seems to blendtogether. You decide that changing the font and font sizes for some of the text would dividethe document into more legible and memorable paragraphs. You also notice that the heading“Our relocation services” should be of the same case as the other headings.


1. Open the Relocation Services.docfile.


b. Select Relocation Services.doc, and thenclick Open.

2. Change the case of the text “Ourrelocation services” to title case.

a. Select the “Our relocation services”text.

b. Choose Format→Change Case.

c. Select the Title Case option.

d. Click OK.

LESSON 3


3. In the Relocation Services document,set the “Our Relocation Services”paragraph in Arial font.

a. On the Formatting toolbar, click the Fontlist’s drop-down arrow to display theFont drop-down list.

b. From the Font drop-down list, selectArial.

4. Change the font size of the selectedtext to 24 points.

a. From the Font Size drop-down list, select24.

5. Select the remaining two headingsand change the font to Arial, 24point.

a. Scroll down and select the “Our Reloca-tion Staff” text.

b. To add to the selection, while pointing inthe selection bar to the left of the head-ing “Our Relocation Fees,” hold down Ctrland click once.

c. From the Font drop-down list, selectArial.

d. From the Font Size drop-down list, select24.

e. Click anywhere in the text area to dese-lect the text.

6. Change the font of“Relocation Net-work:” to Arial, 11 point.

a. Scroll up and select the “Relocation Net-work:” text.

b. From the Font drop-down list, selectArial.

c. From the Font Size drop-down list, select11.

d. Click anywhere in the text area to dese-lect the text.

7. Save the document as My Reloca-tion Services.

Do not close My Relocation Services.docbecause it is required to perform thesubsequent activities in this lesson.


b. In the File Name text box, type My Relo-cation Services

c. Click Save.

LESSON 3


TOPIC BApply Font Styles and EffectsChanging text’s font and size is just one way to draw attention to selected text. You can fur-ther enhance how a font looks by applying different font styles and effects. That’s what youwill do in this topic.

As you drive on an interstate highway, your attention often begins to wander. But when yousee a road sign, it helps focus your attention by displaying useful information. Font styles andeffects offer a benefit similar to road signs. By applying such formatting to your critical snip-pets of text, you can easily guide the readers’ eyes and keep them focused on your message.The fact that font styles and effects both can make your documents look more professional isan added benefit.

Font Styles and EffectsFont styles and effects are ways to enhance the appearance of typed characters. The bold fontstyle, for instance, can help a reader locate important text, while the subscript effect may beused to type formulas or equations. Figure 3-3 shows some common examples of each type ofcharacter formatting.

Figure 3-3: Examples of font styles and effects.

In the Font dialog box, on the Font tab, effects allow you to apply static formatting to text. The Text Effects tab,not covered in this course, allows you to animate text.

How to Apply Font Styles and EffectsProcedure Reference: Apply Font Styles

To apply font styles:


2. Apply the desired font styles.

• On the Formatting toolbar, click the Bold , Italic , or Underline

buttons.

These buttons are toggles. Click them once to apply the formatting. Click them again toremove the formatting.

• In the Font dialog box, under Font Style, select the desired font style fromthe list. (To apply an underline, make a selection from the Underline Styledrop-down list box.)

• Or, press the corresponding shortcut key: Ctrl+B for bold, Ctrl+I for italic, orCtrl+U for underline.

LESSON 3


Procedure Reference: Apply Effects Using the Font Dialog Box

To apply effects:


2. Display the Font dialog box. (Choose Format→Font.)

3. Select the desired effects.

4. Click OK to close the Font dialog box and apply the effects to your text.

Procedure Reference: Repeat the Last Action

To repeat an action:

1. Perform an action.

2. Repeat the action.

• Choose Edit→Repeat.

• Press F4.

• Or, press Ctrl+Y.

Some actions cannot be repeated, such as saving or opening a document.

Repeat vs. RedoAfter you perform an action, such as typing text, you can quickly repeat the actionwithout performing the same steps again. Just choose Edit→Repeat Action Name. (Thename of the last action you performed is appended to the Edit→Repeat menu option.For instance, if you want to repeat typing, the menu option is Edit→Repeat Typing.)Redo, on the other hand, only works after using the Undo tool.

ACTIVITY 3-2Applying Font Styles and Effects

Setup:My Relocation Services.doc is open.

Scenario:With the new font and font size applied to the “Relocation Network” inline heading, it looks alittle different, but it could benefit from more character formatting to make it stand out evenfurther. You decide that applying font styles and effects would accomplish that.


1. Make “Relocation Network:” bold. a. Select “Relocation Network:”

b. On the Formatting toolbar, click the Boldbutton to apply the bold font style.

LESSON 3


2. Apply a double underline and theSmall Caps effect to “RelocationNetwork:”

a. With “Relocation Network:” still selected,choose Format→Font.

Notice that the font, font style, and size set-tings match those of the selected text.

b. From the Underline Style drop-down listbox, select the fourth option, DoubleUnderline.

c. In the Effects area of the dialog box,check the Small Caps check box.

The Preview area displays the selected effect.

d. Click OK to apply the formatting.

e. Deselect the text.

3. Italicize the publication title, “YourRelocation Checklist.”

a. Near the top of the document,select “Your Relocation Checklist.”

b. To apply the italic font style to theselected text, on the Formatting toolbar,click the Italic button .

Students could also select thetext and press Ctrl+Shift+D toapply a double underline and

Ctrl+Shift+K to apply smallcaps.

Give students ample time toinvestigate the character

formatting effects.

LESSON 3


4. Repeat the italic font stylefor “unconditionally guarantee” inthe last paragraph.

When you use the Repeat function, youmust apply it immediately following theaction you want to repeat.

a. Scroll to the bottom of the documentand select “unconditionally guarantee.”

b. Choose Edit→Repeat Italic.

You may have to expand the Edit menu.

c. Deselect the text.

TOPIC CChange Text ColorFont styles and effects draw attention to words and phrases. Adding color to your text isanother effective method for making text stand out. In this topic, you will change text color.

If you saw a flamingo in the polar bear exhibit at the zoo, the flamingo’s bright colors wouldclearly stand out against the snow white background. Similarly, when you add color to a docu-ment, it too stands out against the paper’s white background. Though most business documentsare still printed in black and white, with the growing availability of color printers, adding colorto your documents is becoming more and more common. Applying color sparingly to text is apowerful way to make that text stand apart, adding visual interest while pointing out signifi-cant information to the reader.

How to Change Text ColorProcedure Reference: Change Text Color

To change text color:


2. Change the text color.

• On the Formatting toolbar, click the Font Color button’s drop-down arrowto display the Font Color palette and select the desired color.

• Or, in the Font dialog box, from the Font Color drop-down list box, selectthe desired color, and click OK.

You can display colors other than those on the Font Color palette by selecting the More Colorsoption.

LESSON 3


ACTIVITY 3-3Changing Text Color


Scenario:My Relocation Services is going to be printed on a color printer, so you can enhance the pri-mary headings by changing their font colors. Also, to play up the fact that the guaranteepromises that the client’s money will be returned, you want to change the color of thewords “money back” to reflect this.


1. Make “Our Relocation Services”dark blue.

a. At the top of the document, select “OurRelocation Services.”

b. On the Formatting toolbar, click the FontColor button’s drop-down arrow to dis-play the Font Color palette.

c. Select Dark Blue.

d. Deselect the text.

Depending upon youraudience, you may want toshow that you can drag the

Font Color palette off the FontColor button.

LESSON 3


2. Repeat the font color for “Our Relo-cation Staff” and “Our RelocationFees.”

a. Select “Our Relocation Staff.”

b. Press and hold Ctrl while selecting “OurRelocation Fees” to add the text to theselection.

c. Choose Edit→Repeat Font Color.

d. Deselect the text.

3. Make “money back” green. a. In the last paragraph, select“moneyback.”

b. From the Font Color palette, selectGreen.

c. Deselect the text.

If students floated the FontColor button menu, have themclose it at the end of this step.

LESSON 3


TOPIC DApply Text FormattingYou have already copied and pasted text. Similarly, you can copy text formatting from one textselection to another. In this topic, you will use the Format Painter tool to do that.

You just spent 10 minutes formatting the heading for an important report so that it looksexactly the way you want it to. Now, you need to format six other headings in the report inexactly the same way. You could select each of the remaining headings and apply all the indi-vidual format options again, but that would take valuable time that you would rather use toedit the report. A better way would be to copy the formatting you just created and paste thatformatting over the rest of the headings. That way you could save almost an hour and beassured that the headings are all formatted consistently.

Format PainterThe Format Painter is a tool on the Standard toolbar that is used to copy a text selection’scharacter or paragraph formatting to a new text selection. The Format Painter lets you dupli-cate formatting without duplicating effort.

How to Apply Text FormattingProcedure Reference: Copy Text Formatting to a Text Selection

To copy text formatting and apply it to another text selection:

1. Select the text with the formatting you want to copy.

2. On the Standard toolbar, click the Format Painter button once. This copies theexisting text formatting. The mouse pointer changes to a paintbrush with anI-beam.

3. Drag to select the text to which you want to apply the copied text formatting. TheFormat Painter immediately applies the copied formatting to the new selection.

You can also press Ctrl+Shift+C to copy a selection’s text formatting, and then press Ctrl+Shift+Vto paste, or apply, the copied formatting to a new selection.

Procedure Reference: Copy Text Formatting to Several Text Selections

To copy text formatting and apply it to several other text selections:

1. Select the text with the formatting you want to copy.

2. On the Standard toolbar, double-click the Format Painter button so the FormatPainter will remain active.

3. Drag to select the first text selection to apply the copied text formatting.

4. Repeat step 3 as needed.

5. When finished applying the copied text formatting, click the Format Painter but-ton to turn off the tool.

Procedure Reference: Use Automatic Hyphenation

To use automatic hyphenation:

1. To open the Hyphenation dialog box, choose Tools→Language→Hyphenation.

2. Check the Automatically Hyphenate Document check box.

LESSON 3


3. In the Hyphenation Zone box, enter the amount of space to leave between the endof the last word in a line and the right margin. To reduce the number of hyphens,make the hyphenation zone wider. To reduce the raggedness of the right margin,make the hyphenation zone narrower.

4. In the Limit Consecutive Hyphens To box, enter the number of consecutive linesthat can be hyphenated.

5. Click OK.

Automatic HyphenationYou can use Word’s hyphenation feature to give your documents a polished and pro-fessional look. Hyphenation helps eliminate gaps in justified text. Hyphenation alsohelps maintain even line length in narrow columns. Word provides several ways tohyphenate all or part of a document. When you turn on automatic hyphenation, Wordautomatically inserts hyphens where they are needed in the document. If you later editthe document and change line breaks, Word rehyphenates the document.

Procedure Reference: Apply the Superscript and Subscript Effects to Text

To apply the superscript and subscript effects to text:

1. Select the text to which you want to apply the superscript or subscript effect.

2. Choose Format→Font.

3. In the Effects area, check the Superscript or Subscript check box.

4. Click OK.

ACTIVITY 3-4Copying and Applying Text Formatting


Scenario:When you formatted the “Relocation Network:” text, you changed its font, font size, and fontstyles, and you also applied a text effect. You would like to apply this to the remaining head-ings but do not want to start all over again with each one. In addition, you don’t like the waythe lines in the document end so unevenly. You also notice that the formula for calculatinginterest rates that will be compounded if the customer is not able to pay the relocation fee isnot formatted properly.

LESSON 3



1. Copy the text formatting from the“Relocation Network:” text.

a. Scroll up and select the “Relocation Net-work:” text.

b. On the Standard toolbar, click the FormatPainter button to copy the selec-tion’s text formatting.

c. Notice that the mouse pointer changesinto an I-beam with a paintbrush, indi-cating that the Format Painter feature isactive.

2. Apply the formatting to the “Relo-cation Package:” text.

a. At the beginning of the next paragraph,drag to select the “Relocation Package:”text to apply the copied text formatting.

b. Click anywhere in the text area to dese-lect the text.

3. Apply the text formatting from“Relocation Package:” to theremaining four inline headings.

a. Select the “Relocation Package:” text.

b. Double-click the Format Painter buttonto make the Format Painter featureremain active until turned off.

c. Drag to select “Relocation Team:” toapply the copied text formatting.

d. With the Format Painter still active, scrolldown and select the “Sales Associates:”text.

e. Select the “Corporate Division:” text,then select “Our Guarantee:” to finishapplying the copied text formatting.

f. Click the Format Painter button to turnoff the Format Painter feature.

g. Click anywhere in the text area to dese-lect the text.

4. Activate automatic hyphenation. a. Choose Tools→Language→Hyphenation.

b. Check the Automatically HyphenateDocument check box.

c. Click OK.

LESSON 3


5. Format the compound interestformula.

a. Scroll down and select the letter “I” inthe formula CI=P(1 + r/n)nt-P.

b. To format the “I” as subscript, chooseFormat→Font.

c. In the Effects area, check the Subscriptcheck box.

d. Click OK.


f. Select “nt.”

g. To make the “nt” superscript, chooseFormat→Font.

h. In the Effects area, check the Superscriptcheck box.

i. Click OK.

j. Click anywhere in the text area to dese-lect the text.

6. Save and close the document. a. On the Standard toolbar, click the Savebutton.


Lesson 3 Follow-upIn this lesson, you examined how to make text selections stand out from surrounding text byenhancing their visual appeal and impact. To do that, you changed fonts and font sizes toincrease readability. You applied font styles and effects, such as bold, italic, underline, andsmall caps. You also changed the case of the text. You then changed font colors to effectivelypoint out important text. Once you had text formatted the way you wanted it, you used theFormat Painter to copy the formatting from one text selection to another. Next, you appliedsuperscript and subscript effects to format a formula. Finally, you used Word’s hyphenationfeature to give the document a polished and professional look.

1. How will you use text formatting to improve your documents?

Answers will vary.

2. How might you use the Format Painter tool to save time when formatting your text?

Answers will vary.

LESSON 3


NOTES


Formatting Paragraphs

In this lesson, you will format paragraphs.

You will:

• Set tab stops.

• Align paragraphs horizontally.

• Indent paragraphs.

• Add borders and shading to paragraphs.

• Apply a style to text.

• Create a bulleted and a numbered list.

• Change paragraph spacing.

Lesson Time1 hour(s)LESSON 4

LESSON 4

Lesson 4: Formatting Paragraphs 75

IntroductionPreviously, you applied character formatting to existing text. This lesson will introduce you toWord’s paragraph formatting options.

Consider two documents: one without paragraph formatting and one with paragraph formatting.

Figure 4-1: A document, both without (left) and with (right) paragraph formatting .

It’s clear which is easier to read and understand. By formatting the paragraphs in your docu-ments, you can enhance their readability and visual appeal.

TOPIC ASet TabsYou have already used Word’s default tab settings. However, these may not always suit yourneeds. In this topic, you will customize the default tab settings.

Your division manager wants you to provide him with a document containing the company’se-commerce data for the last three years. You begin entering the data in a document, pressingthe Spacebar to separate the data from the yearly labels. It looks good to you, so you send it tohim. Unfortunately, he applies a different font to the data to make it blend in with the rest ofhis document. The data, which used to be aligned neatly, becomes a disorderly mess, making itdifficult to follow. Using tabs rather than spaces would have saved you the embarrassment.

Figure 4-2: When spaces are used instead of tabs to mimic columns, the text’sappearance can be affected if fonts change.

LESSON 4


TabsTabs, or tab stops, enable you to line up text to the left, right, or center, or to a decimal char-acter or bar character.

Types of Tab StopsThere are five types of tab stops you can use. Table 4-1 describes these.

By default, tab stops are left-aligned and set at 0.5-inch increments.

Table 4-1: Tab Stops

Tab Name Tab Stop Button DescriptionLeft tab Text flows to the right of the tab

stop.

Center tab Text is centered on the tab stop.

Right tab Text flows to the left of the tabstop.

Decimal tab Text aligns on the decimal point(used for numbers).

Bar tab Adds a vertical line at the tabstop.

Holding down the Alt key as you drag tabs will display detailed measurements in the ruler.

MarginsA margin is the area of white space along the top, bottom, left, and right edges of a page.Margins determine the size of the document’s text area. The larger the margins, the smaller thetext area.

By default, a new blank document has 1-inch margins at the top and bottom, and 1.25-inch left and right sidemargins.

A document’s left margin also doubles as the selection bar.

How to Set Tab StopsProcedure Reference: Set a Tab Stop on the Ruler

To set a tab stop on the horizontal ruler:

1. Select the paragraph(s) that will contain the tab stop.

2. Select the type of tab you want to set by clicking the Tab button.

If you want to set tabs for only one paragraph, rather than select the paragraph, you can justplace the insertion point in it.

The type of tab you select remains active until you change it, so you can set several similar tabsquickly.

Show students Solutions\Examples of Tab Stops.doc.

LESSON 4


3. Point to the desired tab-stop position on the horizontal ruler, and click the mousebutton to set the tab stop.

Procedure Reference: Move a Tab Stop

Once you set a tab stop, you can easily adjust its position on the horizontal ruler. Tomove a tab stop:

1. Select the paragraph(s) that contain the tab stop you want to move.

2. Click and drag the existing tab stop to a new location on the ruler.

Procedure Reference: Clear a Tab Stop

Tab stops can easily be cleared, or removed, from the horizontal ruler. To do so:

1. Select the paragraph(s) that contain the tab stop you want to remove.

2. Click and drag the existing tab stop down and off the ruler.

Tabs Dialog BoxYou can also set and clear tabs using the Tabs dialog box. (Double-click a tab stop onthe ruler or choose Format→Tabs.) This method gives you the ability to specify tabstop positions exactly, change default tab stop positions, choose a leader character forthe tab, as well as clear all tab stops from a paragraph.

Leader CharactersLeader characters are solid, dotted, or dashed lines that fill the tabbed space betweentext when a tab has been inserted. They can be added using the Tabs dialog box.

ACTIVITY 4-1Setting Tab Stops with the Ruler

Data Files:

• Meeting Topics.doc


Scenario:Your manager put you in charge of collecting regional data for the next quarterly salesmeeting. You have already entered the data in the Meeting Topics memo; however, you needto make sure it is aligned properly.


1. Open the Meeting Topics.doc file. a. Choose File→Open.

b. Select Meeting Topics.doc and then clickOpen.

LESSON 4


2. At the top of the Meeting Topicsmemo, set a left tab stop at 1.25inches.

a. Click before the word“Attention” anddrag down to select the Attention,From, and Regarding paragraphs.

b. With the left tab stop symbol displayed onthe Left Tab button , place themouse pointer over the horizontal rulerat 1.25 inches and click to set the lefttab stop .

c. Click anywhere in the text area to dese-lect the text.

3. In the quarterly tabbed data, set acenter tab stop at the 2-inch mark.

a. Select the four paragraphs from Monththrough March.

b. Click the Left Tab button to change it tothe Center Tab button.

c. Place the mouse pointer over the hori-zontal ruler at 2 inches and click to setthe center tab stop.

4. Move the center tab stop from the2-inch mark to the 2.5-inch mark.Clear the center tab stop.

a. Drag the center tab stop from 2 inchesto 2.5 inches.

b. On the horizontal ruler, click and dragthe center tab stop off the horizontalruler.

5. For the data, set a right tab stop atevery inch from 1 inch through 6inches.

a. With the quarterly tabbed data stillselected, click the Center Tab button tochange it to the Right Tab button.

b. Place the mouse pointer over the hori-zontal ruler at 1 inch and click to set thefirst right tab stop.

c. Place right tab stops at 2 inches, 3inches, 4 inches, 5 inches, and 5.5inches.

d. Drag the right tab stop from 5.5 inchesto 6 inches.


LESSON 4


6. In the yearly sales data, remove thedecimal tab stop from the 1-inchmark and set a new decimal tabstop at the 1.5-inch mark.

a. Scroll down and select the three para-graphs from 2001 through 2003.

b. On the horizontal ruler, click and dragthe decimal tab stop off the horizontalruler.

c. Click the Right Tab button to change it tothe Decimal Tab button.

d. Place the mouse pointer over the hori-zontal ruler at 1.5 inches and click toset the decimal tab stop.

7. Save the file as My Meeting Topics.

Do not close My Meeting Topics.docbecause it is required to perform thesubsequent activities in this lesson.


b. In the File Name text box, type My Meet-ing Topics

c. Click Save.

TOPIC BChange Paragraph AlignmentCharacter formatting is one way to add emphasis to text. Changing the text’s horizontal posi-tion on the page is another way to attract attention to text. In this topic, you will position texthorizontally between the left and right edges of the page.

You sent out a memo requesting that all department members attend the new project kickoffmeeting. In the memo, after describing what the meeting would cover, you added the meet-ing’s date, time, and location after the description. As a result, some people didn’t notice whenand where the meeting was supposed to be, so attendance was poor and you had to schedule asecond meeting. Offsetting the critical information from the rest of the text would have made iteasier for the coworkers to see when the meeting was.

Paragraph AlignmentParagraph alignment determines how a paragraph is positioned horizontally between the leftand right margins or indents. Paragraph alignment options are align left, center, align right, andjustify.

Paragraph Alignment OptionsThe following table describes the four paragraph alignment options.

Show students Solutions\Examples of Paragraph

Alignment.doc.

LESSON 4


Alignment Button DescriptionAlign Left The left edge of the paragraph is aligned along the left

margin or indent. The paragraph’s right edge appearsragged.

Center Both sides of the paragraph are equidistant from the leftand right margins or indents. Both the left and rightedges of the paragraph appear ragged.

Align Right The right edge of the paragraph is aligned along the rightmargin or indent. The paragraph’s left edge appearsragged.

Justify Both sides of the paragraph are evenly aligned along theleft and right margins or indents. The paragraph’s leftand right edges are not ragged. Word adjusts the spacingbetween words so that they stretch from the left marginor indent to the right margin or indent. When the last lineof a justified paragraph is short, however, it won’t bestretched.

How to Change Paragraph AlignmentProcedure Reference: Change Paragraph Alignment

To change how a paragraph is aligned on a page:

1. Select the paragraph(s) you want to align.

If you want to change the alignment for only one paragraph, rather than select the paragraph,you can just place the insertion point in it.

2. Apply the desired paragraph alignment.

• To left-align the paragraph, click the Align Left button on the Formattingtoolbar or press Ctrl+L.

• To right-align the paragraph, click the Align Right button on the Formattingtoolbar or press Ctrl+R.

• To center-align the paragraph, click the Center button on the Formattingtoolbar or press Ctrl+E.

• To justify the paragraph, click the Justify button on the Formatting toolbar orpress Ctrl+J.

LESSON 4


ACTIVITY 4-2Aligning Paragraphs

Setup:My Meeting Topics.doc is open.

Scenario:Inserting the Right tab stops made you want to change the alignment of some paragraphs inyour memo—in particular, the alignment of the “REGIONAL MEMO” title, the quarterly datatitle and subtitle, and the paragraph that begins with “Here’s the revised disclaimer.” You alsoneed to align the heading “Disclaimer.”


1. Right-align the “REGIONAL MEMO”title.

a. At the top of the document, place theinsertion point in the “REGIONAL MEMO”title.

b. On the Formatting toolbar, click the AlignRight button .

2. Center-align the title and subtitleover the quarterly data.

a. Above the quarterly data, select theparagraphs that begin with“ Houses Soldby Region” and“First-Quarter Data.”

b. On the Formatting toolbar, click the Cen-ter button.

3. Align the paragraph that beginswith “Here’s the revised dis-claimer” so that it is justified atboth margins.

a. In the paragraph that begins with “Here’sthe revised disclaimer,” place the inser-tion point before the word “Here’s.”

b. On the Formatting toolbar, click the Jus-tify button .

4. Left-align the “Disclaimer”heading.

a. Scroll down and place the insertionpoint in the “Disclaimer” heading.

b. On the Formatting toolbar, click the AlignLeft button.

LESSON 4


TOPIC CIndent ParagraphsAlignment and tabs are ways to offset text horizontally between the margins. Another way tooffset text is to control its left and right boundaries between the margins. In this topic, you willadjust a paragraph’s left and right indents.

Compare the two paragraphs shown in Figure 4–3. Indents can make paragraphs more legibleas well as provide a way to offset critical ideas.

Figure 4-3: Paragraphs without indents (left) can be more difficult to read thanindented paragraphs (right).

IndentsIndents are a way to align a paragraph’s left and right edges without changing the margins forthe entire document. At the edges of the horizontal ruler are four indent markers that reflectthe active paragraph’s indentation: first line, hanging, left, and right.

By default, a document’s indents are set equal with the document’s left and right margins.

Types of Indent MarkersThe following table describes the individual indent markers.

Table 4-2: Indent Markers

Horizontal Ruler Icon DescriptionThe First Line Indent marker controls the leftboundary for the first line of a paragraph.

The Hanging Indent marker controls the leftboundary of every line in a paragraph, exceptthe first line.

The Left Indent marker controls the leftboundary for every line in a paragraph, exceptwhen a First Line or Hanging Indent has beenapplied. When no left-margin indents areapplied, moving the Left Indent marker simul-taneously moves the First Line and HangingIndent markers.

Show students Solutions\Examples of Indents.doc.

LESSON 4


Horizontal Ruler Icon DescriptionThe Right Indent marker controls the rightboundary for every line in a paragraph,regardless of left-side indents.

How to Indent ParagraphsProcedure Reference: Indent Paragraphs Using the Formatting Toolbar Buttons

To use these buttons to modify the left indent:

The Increase and Decrease Indent buttons do not affect first line, hanging, or right indents.

1. Select the paragraph(s) you want to indent.

2. Set the desired left indent.

• To indent the paragraph in 0.5-inch increments to the right, click the IncreaseIndent button.

You can also press Ctrl+M to increase the indent.

• To decrease the indent by the same amount, click the Decrease Indent button.

You can also press Ctrl+Shift+M to decrease the indent.

Procedure Reference: Indent Paragraphs Using the Ruler

To indent a paragraph using the ruler:

Indenting paragraphs using the ruler is best suited for making quick adjustments to both the left andright indents, when precision doesn’t matter.


2. Drag the appropriate indent marker(s) to a new position on the horizontal ruler.

Procedure Reference: Indent Paragraphs Using the Paragraph Dialog Box

To indent a paragraph using the Paragraph dialog box:


2. Choose Format→Paragraph to display the Paragraph dialog box.

3. On the Indents And Spacing tab, change the Indentation settings.

Use Accurate Indentation MeasurementsSetting indents using the ruler can be a little tricky because the indent markers arequite small and it can be difficult to position them exactly where you want them. Usingthe Increase and Decrease Indent buttons limits you to 0.5-inch increments and onlyaffects the left indent. So when you need to position indent markers accurately, use theIndentation area of the Paragraph dialog box.

LESSON 4


ACTIVITY 4-3Indenting Paragraphs


Scenario:In the memo, rather than standing out as a specific block of text that needs to be reviewed, thedisclaimer text blends into the memo. You need to make the disclaimer text look moreprominent.


1. Set the left indent to 1 inch for thefour disclaimer-related paragraphs.

a. Select the four disclaimer-related para-graphs, from “Disclaimer” through“constitute or imply an endorsement.”

b. On the Formatting toolbar, click theIncrease Indent button .

c. Click the Increase Indent button again toset the left indent at 1 inch.

2. Set the disclaimer text’s rightindent to 5 inches.

a. With the four disclaimer-related para-graphs still selected, click and drag theRight Indent marker to the left by oneinch, so it is positioned at the 5-inchmark.


3. Indent the first line of the“Errors,” “Responsibility,” and“Endorsement” paragraphs by 0.25inches.

a. Select the “Errors,”“Responsibility,”and “Endorsement” paragraphs.

b. On the horizontal ruler, at the 1-inchmark, drag the First Line Indent markerto the right by 0.25 inches.

LESSON 4


4. Drag the hanging indent of the“Errors,” “Responsibility,” and“Endorsement” paragraphs to theright by 0.5 inches.

a. On the horizontal ruler, at the 1-inchmark, drag the Hanging Indent marker tothe right by 0.5 inches.


TOPIC DAdd Borders and ShadingOnce you have your paragraphs in the desired position, you may want to dress them up a little.In this topic, you will add borders and shading to paragraphs.

The visual interest provided by shaded paragraphs with borders helps the reader locate criticalideas quickly just by skimming the document, because the formatted paragraph clearly standsout from the surrounding text.

Figure 4-4: A paragraph, both without (left) and with (right) borders and shading.

Borders and ShadingDefinition:

A border is a decorative line or pattern that is displayed around an object such as aparagraph, picture, or page. Shading is a percentage of color that can be added to thebackground of an object such as text, a paragraph, or table data. Both borders andshading can be used to draw attention to the object to which they are applied.

Borders and shading can also be applied to small text selections (a word, phrase, or sentence).

Example:

Figure 4-5: Borders and shading help draw attention to text.

Page borders will be coveredlater in this course.

LESSON 4


Custom BordersBorders do not need to completely surround an object. Using the Custom setting in theBorders And Shading dialog box, you can click the top, bottom, left, or right bordersto add and remove them.

How to Add Borders and ShadingProcedure Reference: Add a Border Using the Borders Button

The fastest way to apply a black-line border to a paragraph is to use the Borders but-ton on the Formatting toolbar. To do that:

1. Select the paragraph(s) to which you want to add a border.

2. Apply a border.

• To apply an outside border, click the Borders button on the Formattingtoolbar.

• To apply a customized border, click the drop-down arrow on the Bordersbutton and select the border you want to apply.

You may need to use the Formatting toolbar’s Toolbar Options button to locate the Bordersbutton.

Procedure Reference: Add a Border Using the Borders And Shading Dialog Box

To add a border to a paragraph using this method:

For more control over border appearance, use the Borders And Shading dialog box.

1. Select the paragraph(s) to which you want to add a border.

2. Choose Format→Borders And Shading to display the Borders And Shading dialogbox.

3. Select the Borders tab.

4. Select a setting (None, Box, Shadow, 3-D, or Custom).

5. If desired, select a different Style, Color, and/or Width for the border.

6. Use the Preview area to verify that the borders look the way you want them to. Ifnecessary, in the Preview area, click the border buttons to add or remove them.

If you also want to apply shading to the same paragraph, rather than click OK, you can select theShading tab and select those settings now as well.

7. Click OK to apply the border.

Procedure Reference: Add Shading Using the Borders And Shading Dialog Box

To add shading to a paragraph:

1. Select the paragraph(s) you want to shade.

2. Choose Format→Borders And Shading to display the Borders And Shading dialogbox.

3. Select the Shading tab.

4. From the Fill palette, select an appropriate Fill color.

• If you do not see a color you want, click More Colors.

• If you want to remove shading, click No Fill.

LESSON 4


5. If necessary, from the Style drop-down list, select a shading percentage or pattern.

6. Use the Preview area to verify that the shading looks the way you want it to.

7. Click OK to apply the shading.

ACTIVITY 4-4Applying Borders and Shading to a Paragraph


Scenario:Aligning and indenting paragraphs does not offset the text quite enough. You need to makethese paragraphs stand out more, so you decide to apply borders and shading.


1. Apply a bottom border to the“REGIONAL MEMO” title.

a. Place the insertion point in the“REGIONAL MEMO” title.

b. On the Formatting toolbar, click the Bor-ders drop-down arrow to displayother types of borders.

c. Select Bottom Border to place a single-line border below the “REGIONAL MEMO”title.

2. Box the quarterly data paragraphs. a. Select the paragraphs from “Houses Soldby Region” through “Source: BurkeProperties.”

b. Choose Format→Borders And Shading todisplay the Borders tab in the Borders AndShading dialog box.

c. In the Setting section, select Box.

d. In the Preview area, notice that the Boxselection will apply a black, 0.5 pt, out-side border around the selectedparagraphs.

LESSON 4


3. Apply light yellow shading to thequarterly data paragraphs.

a. Select the Shading tab.

b. In the Fill section, select Light Yellow.

c. Click OK to apply the border and shadingoptions.

d. Click anywhere in the text area to dese-lect the text.

4. Repeat the borders and shadingoptions for the “Disclaimer” titleand the subsequent threeparagraphs.

a. Scroll down and select the fourdisclaimer-related paragraphs, from“Disclaimer” through“constitute orimply an endorsement.”

b. Choose Edit→Repeat Borders And Shad-ing to apply the same border and shadingoptions to the disclaimer text.


d. On the Standard toolbar, click the Savebutton.

e. Close the document.

TOPIC EApply StylesSo far, you have applied various text formatting options, one at a time. To reuse those formats,you had to either repeat each formatting option or use the Format Painter. In this topic, youwill apply several formatting options simultaneously by using Word’s default styles.

You have a document with 20 major headings and each one needs to be formatted as Arial,bold, 16 point, with a half-inch indent. You could set the font and paragraph attributes 20 dif-ferent times. But you may forget to change one of the attributes. Of course, you could formatone heading, then reuse the formatting with the Format Painter, but that’s still not the mostefficient way. The best way to ensure that you apply formatting easily and consistently is tostore the desired attributes together so that they can be applied all at once with the click of abutton. Word’s style feature allows you to do just that.

StylesDefinition:

A style is a set of formatting instructions that is stored under one name. When thestyle is applied, all the formatting instructions are applied to text simultaneously andconsistently with little effort.

LESSON 4


Example:The following table shows some common paragraph styles.

Style Font and Paragraph Formatting IncludedArial, 16 pt, bold, left aligned, no indentation.

Arial, 14 pt, bold, italic, left aligned, noindentation.

Arial, 13 pt, bold, left aligned, no indentation.

Times New Roman, 12 pt, left aligned, noindentation.

Paragraph and Character StylesWord includes several types of styles, but the most commonly used ones are eitherparagraph or character styles. A paragraph style is used to control the appearance of aparagraph and can include paragraph formatting (such as alignment, indentation, bor-ders, and shading) as well as character formatting (such as font, font style, font size,and effects). A character style, sometimes called an inline style, is used to control theappearance of selected text within a paragraph. Character styles include only characterformatting—no paragraph formatting.

Word also includes table and list styles.

Styles And Formatting Task PaneThe Style And Formatting task pane can be used to apply and reapply existing styles. It canalso be used to:

• Show formatting applied to selected text.

• Select all instances of a particular style.

• Create new styles.

• Clear formatting and styles from selected text.

• View existing styles.

To display the task pane, you can click the Styles And Formatting button on the Format-ting toolbar.

LESSON 4


Figure 4-6: The Styles And Formatting task pane.

How to Apply StylesProcedure Reference: Apply a Style

To apply a style:

1. Select the paragraph(s) to which you want to apply a style.

If you want to apply a character style, select just that text without the paragraph mark.

2. Apply the style.

• To apply a style from the Style drop-down list on the For-

matting toolbar, display the list and select a style.

• Or, to apply a style from the Styles And Formatting task pane, select a stylefrom the Pick Formatting To Apply list.

LESSON 4


ACTIVITY 4-5Applying Paragraph Styles

Data Files:

• Meeting Agenda.doc


Scenario:With the meeting topics set, it’s time to turn your attention to the meeting agenda. To distin-guish between the levels of meeting topics, you decide to apply appropriate heading styles tothe title text throughout the document.


1. In Meeting Agenda, apply the first-level heading style to “QuarterlySales Meeting.”

a. Open Meeting Agenda.doc.

b. At the top of the page, place the inser-tion point in the “Quarterly SalesMeeting” paragraph.

c. On the Formatting toolbar, from the Styledrop-down list, select Heading 1 to applythe Heading 1 paragraph style.

2. Apply the second-level headingstyle to the “Agenda” paragraph.

a. Place the insertion point in the“Agenda” paragraph.

Point out the dot to the left ofthe “Q” in Quarterly. This

denotes that a style has beenapplied. Students could alsopress Ctrl+Alt+1 to apply the

Heading 1 style.

Students could also pressCtrl+Alt+2 to apply the

Heading 2 style.

LESSON 4


b. From the Style drop-down list, selectHeading 2 to apply the style.

3. Apply the third-level heading styleto the “Review Minutes,” “Quar-terly Home Sales,”“Approve NewDisclaimer,” and “Action Items”paragraphs.

a. Select the “Review minutes of lastmeeting” paragraph.

b. Using the selection bar, press and holdCtrl while clicking the “Quarterly HomeSales,” “Approve New Disclaimer,” and“Action Items” paragraphs to add eachto the selection.

c. To apply the style to all four paragraphsat the same time, from the Style drop-down list, select Heading 3.

4. Save the document as My Meeting Agenda.

Do not close My Meeting Agenda.doc because it is required to perform the subsequent activities in thislesson.

TOPIC FCreate ListsIndents and tabs are useful ways to offset text on a page. However, they don’t offer as muchvisual interest as they could. In this topic, you will create bulleted and numbered lists.

Which of the following sets of instructions is easier to follow?

Figure 4-7: Instructions in a paragraph (left). Instructions in a list (right).

Putting information in a list not only enhances how it looks, but lists can also enhancereadability. Lists will help your audience properly use the information that you provide.

Students could also pressCtrl+Alt+3 to apply theHeading 3 style.

LESSON 4


ListsLists are used to present information separately from the surrounding text. Word allows you tocreate several types of lists, but the most commonly used ones are the bulleted list and thenumbered list. A bulleted list is used to denote a group of equally significant items. A num-bered list is used to denote a ranking or sequence that must be followed to achieve a desiredoutcome.

You can also create outline numbered lists.

Figure 4-8: Bulleted lists and numbered lists serve different purposes.

How to Create ListsProcedure Reference: Create a List from Existing Text

Sometimes a document may already have paragraphs that should be presented in a list.To turn these paragraphs into a list:

1. Select the paragraphs that will be included in the list.

2. On the Formatting toolbar, click either the Bullets button or the Numbering buttonto create the list.

Procedure Reference: Remove Bullets or Numbering

To remove bullet or number formatting from a list:

1. Select the list from which you want to remove the bullets or numbers.

2. On the Formatting toolbar, click the appropriate button.

• Click the Bullets button to remove a bullet.

• Click the Numbering button to remove a number.

Procedure Reference: Change the Style of Bullets or Numbering

To change the style of bullets or numbering in a list:

1. Select the list in which you want to change the style of the bullets or numbers.

2. Choose Format→Bullets And Numbering to display the Bullets And Numberingdialog box.

3. Select the appropriate tab.

• Select the Bulleted tab to change the style of bullets.

• Select the Numbered tab to change the style of numbers.

4. Select the desired style.

5. Click OK to apply the change.

LESSON 4


Procedure Reference: Create a New List

To create a list from scratch:

1. Place the insertion point where you want to start the list.

2. Select the type of list you want.

• To create a bulleted list, on the Formatting toolbar, click the Bullets button.

You can also press Ctrl+Shift+L to apply a bulleted list.

• To create a numbered list, on the Formatting toolbar, click the Numberingbutton.

3. Type the first list item and press Enter to move the insertion point to the next lineand to start the next list item.

4. After typing the last list item, press Enter twice to end the list. (You can alsoclick the appropriate list button on the Formatting toolbar to end the list.)

Bullet and Number FormatsYou can create a customized list or change a list’s bullet or numbering format byselecting the list and choosing Format→Bullets And Numbering. Select the Bulletedtab to see bullet formats and select the Numbered tab to see the various numberingformats. Each tab has additional formatting choices that can be displayed by clickingthe Customize button.

Lists and AutoFormat As You TypeWhen you want to start a new list, you can use Word’s AutoFormat As You Typeoption to automatically start bulleted and numbered lists for you. To start a bulletedlist, type an asterisk (*), press Tab, type the list item, and press Enter. Word will con-vert the asterisk into a bullet and begin a bulleted list for you. To start a numbered list,type the first number of the list and any trailing punctuation, like a period or openparenthesis. Press Tab, type the list item, and press Enter. Again, Word will begin thenumbered list using the numbering format you want.

LESSON 4


ACTIVITY 4-6Creating Numbered and Bulleted Lists

Setup:My Meeting Agenda.doc is open.

Scenario:The meeting agenda contains some text that would benefit from being formatted as lists. Forinstance, the three agenda items should show the order of the meeting’s events. You alsonotice that a fourth item,“Assign action items,” has been left off the agenda and needs to beadded. The action items have also been decided upon. Although the order does not matter,these items should be listed below the “Action Items” heading at the end of the document. Themeeting agenda is ready but you think it would look better if you changed the bullet of thethree action items to a check mark. Also, the numbering style of the agenda items needs to bechanged to Roman numeral.


1. Below the “Agenda” heading, formatthe three paragraphs as a num-bered list.

a. Below the “Agenda” heading, select thethree paragraphs.

b. On the Formatting toolbar, click theNumbering button to format the selectedtext as a numbered list, showing themeeting’s order of events.


2. Add “Assign action items” as thefourth agenda item.

a. In the list of agenda items, place theinsertion point at the end of the thirditem.

b. Press Enter to move the insertion point tothe next line and to start a new list itemautomatically.

c. Type Assign action items.

LESSON 4


3. Under the “Action Items” heading,create the Action Items bulletedlist.

a. Scroll down, place the insertion point atthe end of the “Action Items” heading,and press Enter.

b. On the Formatting toolbar, click the Bul-lets button to create a new bulleted list.

c. Type Tim will distribute the data. PressEnter.

d. Type Kris will print the inserts. PressEnter.

e. Type Ryan will plan the next meeting.Press Enter.

f. Press Enter again to end the bulleted list.

4. Below the “Agenda” heading, changethe style of the numbered list toRoman numeral.

a. Scroll up and select the four paragraphsbelow the “Agenda” heading.

b. On the Formatting toolbar, click theNumbering button to remove the num-bered list.

c. Choose Format→Bullets And Numbering.

d. Select the Numbered tab.

e. On the first row, select the fourth optionto apply the Roman numeral style to theagenda items.

f. Click OK.

LESSON 4


5. Below the “Action Items” heading,change the style of the bulleted listto a check mark.

a. Scroll down and select the three para-graphs below the “Action Items”heading.

b. On the Formatting toolbar, click the Bul-lets button to remove the bulleted list.

c. Choose Format→Bullets And Numbering.

d. Select the Bulleted tab.

e. On the second row, select the fourthoption to apply the check mark style tothe action items.

f. Click OK.

Do not close My Meeting Agenda.doc becauseit is required to perform the subsequent activi-ties in this lesson.

TOPIC GChange Spacing BetweenParagraphs and LinesChanging paragraph alignment often adds white space around the sides of a paragraph. Youcan also add white space before, after, and within paragraphs. In this topic, you will learn howto change paragraph spacing.

Which of the following is easier for you to read?

Figure 4-9: Paragraphs without adequate spacing between them (left) versus para-graphs with adequate spacing (right).

A paragraph usually consists of one or more sentences presenting a single idea or topic. Byclearly separating paragraphs with additional white space, it’s obvious to readers where oneidea ends and another begins. Omitting this white space may cause confusion for readers,thereby frustrating them to the point where they will stop reading your text.

LESSON 4


How to Change SpacingProcedure Reference: Change Spacing Between Paragraphs

To change paragraph spacing:

1. Select the paragraph(s) you want to affect.

2. Choose Format→Paragraph.

3. On the Indents And Spacing tab, under Spacing, use the spin boxes to set theamount of space you want before and after a paragraph.

To remove spacing from before or after a paragraph, set the appropriate spin box to 0.

4. Click OK to apply the spacing changes.

Procedure Reference: Change Line Spacing Within Paragraphs

By default, paragraphs contain single-spaced lines of text. To change line spacing:

1. Select the paragraph(s) you want to affect.

2. On the Formatting toolbar, display the Line Spacing button’s drop-down list andselect the desired amount of line spacing.

You can also change line spacing on the Indents And Spacing tab in the Paragraph dialog box.

ACTIVITY 4-7Adding Space Between Paragraphs and Lines of Text

Setup:My Meeting Agenda.doc is open.

Scenario:You notice that the text above and below the quarterly sales data is a little too close to theborders. You also notice that there is not enough space between the lines of text in the dis-claimer to allow people to write in their comments.


1. Add 6 points of space beforethe “Houses Sold by Region” tabletitle.

a. In the quarterly sales data, place theinsertion point in the title, “Houses Soldby Region.”

b. Choose Format→Paragraph to display theIndents And Spacing tab in the Paragraphdialog box.

c. To add 6 points of space before the title,under Spacing, to the right of the Beforespin box, click the up arrow.

d. Click OK.

LESSON 4


2. Add 6 points of space after the“Source: Burke Properties”paragraph.

a. Place the insertion point in the “Source:Burke Properties” paragraph.

b. Choose Format→Paragraph.

c. In the Paragraph dialog box, to the rightof the After spin box, click the up arrowto add 6 points of spacing after the“Source: Burke Properties” paragraph.

d. Click OK.

3. To provide space so people can writein their comments, double-space thedisclaimer text.

a. Scroll down and select all the disclaimertext.

b. On the Formatting toolbar, from the LineSpacing button’s drop-down list ,select 1.5.


4. Save and close the My MeetingAgenda document.

a. On the Standard toolbar, click the Savebutton.


Lesson 4 Follow-upIn this lesson, you made a document easier to read and understand by applying various para-graph formatting techniques. You used the ruler to set tabs, used the alignment options toreposition paragraphs horizontally on the page, and indented paragraphs the way you wantedthem. To add visual interest, you added borders and shading to a paragraph. You examinedhow to apply a style, taking advantage of Word’s ability to apply several formatssimultaneously. You also enhanced the readability of your document by organizing informationin lists and adding space between paragraphs.

1. What text formatting will you use to enhance the text in your work documents?

Answers will vary, but may include different fonts to add variety or readability, fontstyles to emphasize phrases, font effects to meet style guidelines, and so on.

2. When formatting your work documents, what Word tools will be most advantageous toyou and why?

Answers will vary, but may include the following: The font style buttons on the Format-ting toolbar because they’re convenient; the Find And Replace tool to replace formattingquickly without worrying about missing some formatting; the Font dialog box because allfont options are available in one location, making it easy to select formatting choices;Format Painter because it’s a quick way to reapply formatting without the hassle.

LESSON 4


Controlling PageAppearance

In this lesson, you will control a document’s page setup and its overall appearance.

You will:

• Change the page orientation.

• Change margins.

• Add a header and footer.

• Modify headers and footers.

• Insert a page break.

• Delete a page break.


LESSON 5

Lesson 5: Controlling Page Appearance 101

IntroductionYou have seen how to format individual elements—characters, paragraphs, and tables—insome common business documents. In this lesson, you will apply formatting that will affect anentire page.

When you create a document in Word, the content may not always fit on the page the way youwant. By changing a variety of page options, you can get the content to fit, as well as enhancethe document’s appearance and readability.

TOPIC ASet Page OrientationSome documents, such as letters, are set up to use a “tall” page. Other documents, such asdiplomas or awards, use a “wide” page. In this topic, you will change a document’s pageorientation.

You have a frame that hangs horizontally and you need to create a certificate to fit it. So youenter and format the text in a new document, print it, then use scissors to cut the text intostrips. You then glue the text snippets on to a new sheet of paper that you’ve turned sideways.You then take your creation to the copier and make a copy of it so that the pasted blocks oftext aren’t so obvious. Sure you can do it that way, but you can save yourself a lot of time,hassle, and sticky fingers by just changing the page’s orientation in Word—not to mention thatthe certificate will look much better.

Page OrientationIn Word, you can use the Page Setup dialog box to position a page either vertically orhorizontally. When a page is positioned vertically so that it is taller than it is wide, the page issaid to have portrait orientation. When a page is positioned horizontally so that it is widerthan it is tall, the page is said to have landscape orientation.

Figure 5-1: Page orientation options.

How to Set a Document’s Page OrientationProcedure Reference: Set a Document’s Page Orientation

To set a document’s page orientation:

1. Choose File→Page Setup.

2. On the Margins tab, under Orientation, select the desired page orientation (Portraitor Landscape).

The Preview area shows an example of the new orientation.

3. Click OK to set the page orientation.

LESSON 5


Procedure Reference: Change the Paper Size

To change the paper size:


2. On the Paper tab, from the Paper Size drop-down list, select the desired papersize.

3. Click OK to set the paper size.

Procedure Reference: Rename a Folder

To rename a folder from the Save As dialog box:

You can also rename folders from the Open dialog box.

1. Choose File→Save As.

2. Select the folder you want to rename.

3. Choose Tools→Rename.

You can also right-click a folder and choose Rename or, with a folder selected, press F2 torename it.

4. Type the new name.

5. Press Enter.

ACTIVITY 5-1Changing a Document’s Page Orientation

Data Files:

• Certificate Memo.doc


Scenario:Your manager has put you in charge of creating a new sales certificate. To begin the assign-ment, you decide to put the certificate text in a new landscape document. Then, as you savethe document, you decide to rename the Awards folder as Certificates.

LESSON 5



1. From the Certificate Memo, copy thecertificate content and paste it intoa new document.

a. Choose File→Open and select the Cer-tificate Memo.doc document.

b. Click Open.

c. Scroll down and select the paragraphsfrom “REGIONAL SALES” through “Prin-cipal Agent, Owner.”

d. On the Standard toolbar, click the Copybutton.

e. Close the Certificate Memo document.

f. On the Standard toolbar, click the NewBlank Document button.

g. On the Standard toolbar, click the Pastebutton to paste the copied text into thenew document.

2. Set the new blank document’s ori-entation to Landscape, change thepaper size to Legal, and zoom outto display the whole page.

a. Choose File→Page Setup to display thePage Setup dialog box.

b. In the Orientation section, selectLandscape.

c. Select the Paper tab.

d. From the Paper Size drop-down list,select Legal.

e. Click OK.

f. On the Standard toolbar, from the Zoomdrop-down list, select Whole Page.

3. Save the document to the newlyrenamed Certificates folder as MySales Certificate.

Do not close My Sales Certificate.docbecause it is required to perform the nextactivity in this lesson.


b. Select the Awards folder.

LESSON 5


c. From the Tools drop-down list, selectRename.

d. Type Certificates

e. Press Enter.

f. Double-click the Certificates folder toopen it.

g. Select the text in the File Name text boxand type My Sales Certificate

h. Click Save.

TOPIC BChange Page MarginsAnother way to control how much text appears on a page is to add or remove white spacefrom around the edges of a document. In this topic, you will adjust the document’s margins.

You’ve loaded some of the company’s stationery into the printer and you’re ready to print yourletter. When printed, however, you notice that the text has printed over the stationery text,making both the stationery and the letter text illegible. By making the top margin in the docu-ment larger, the text will begin printing lower on the page, below the stationery text. Settingmargins enables you to specify how much white space should display for the top, bottom, left,and right areas on each printed page.

How to Change Page MarginsProcedure Reference: Change Page Margins in the Page Setup Dialog Box

To change a page’s margins using the Page Setup dialog box:


In the Print Layout view, you can double-click the shaded margin area of a ruler to display thePage Setup dialog box.

2. Select the Margins tab.

3. Under Margins, enter the desired measurements for the Top, Bottom, Left, andRight margins.

4. Click OK.

LESSON 5


Change Page Margins Using the RulersRather than use the Page Setup dialog box, you can change a page’s margins by drag-ging the appropriate margin markers on the vertical and horizontal rulers. This is auseful method, especially when previewing a document, for making quick, if impre-cise, changes to the top and bottom margins. However, adjusting the left and rightmargin markers is slightly more involved. They are obscured by the left and rightindent markers, making it necessary to move the indent markers prior to dragging theleft and right margin markers.

To specify exact margin measurements in the rulers, hold down Alt as you drag the margin boundarymarker.

Procedure Reference: Center Text Between the Top and Bottom Margins

To center text on a page between the top and bottom margins:


2. Select the Layout tab.

3. Under Page, from the Vertical Alignment drop-down list, select Center.

4. Click OK.

Vertical Alignment OptionsYou have four vertical alignment options to choose from: Top, Center, Justified, andBottom. As you might expect, the Top option positions the text along the top of thepage. (Top is the default vertical alignment setting.) Bottom aligns text along the bot-tom of the page. The Center option positions the page’s text in the center of the page,providing equal amounts of white space above and below the text. The Justified optionadds equal amounts of white space between each paragraph, so the text appears to fillthe page.

Vertical alignment options work the same way for either portrait or landscape page orientations.

LESSON 5


ACTIVITY 5-2Changing the Certificate’s Margins

Setup:My Sales Certificate.doc is open.

Scenario:The top and bottom margins of your sales certificate are slightly larger than the side marginsand the certificate text is too close to the top of the page. So that there is an equal amount ofwhite space surrounding the text, you decide to change all the margins while vertically center-ing the text on the page.


1. Change the top and bottom marginsto 2 inches.

a. Choose File→Page Setup to display thePage Setup dialog box.

b. Select the Margins tab.

c. In the Top text box, select 1.25” andtype 2

d. Press Tab to move to the Bottom textbox.

e. Type 2

f. Click OK to apply the new marginsettings.

2. Change the left and right margins to2 inches.

a. Choose File→Page Setup.

b. In the Left text box, select 1” and type 2

c. Press Tab to move to the Right text box.

d. Type 2

e. Click OK.

3. Center the certificate text verti-cally on the page.

a. Choose File→Page Setup.

b. Select the Layout tab.

c. In the Page section, from the VerticalAlignment drop-down list, select Center.

d. Click OK.

LESSON 5


4. Save and close the file.

TOPIC CAdd Headers and FootersMargins can be used to add white space to a document. However, the top and bottom marginscan also be used to contain useful information that you want repeated on every page. In thistopic, you will add such content in a document’s header and footer.

You just got back from a trade show and have a stack of papers to review. One article in par-ticular is very interesting, but nowhere in the document is there any indication of who wrote itor how many pages it is. You figure, then, that it must be a section that fell out of some otherdocument you got. After an hour of comparing the article’s formatting to other documents inthe pile, you deduce that it belongs in Acme Trust’s research review. They wasted your timeunnecessarily, and, weeks from now, you may not remember the article, but you will probablyremember that Acme aggravated you. The folks at Acme could have easily improved the docu-ment by adding page numbers and other useful information to the header and footer area.

Headers and FootersA header is the blank area in a page’s top margin and a footer is the blank area in a page’sbottom margin. Headers and footers can contain textual or graphical information to providecontext for the reader. Common header and footer information includes titles, dates, and pagenumbers.

Header And Footer ToolbarUse the Header And Footer toolbar to add information to the header and footer areasquickly, as well as to navigate between them.

Figure 5-2: The Header And Footer toolbar.

FieldsA field is a set of instructions used to dynamically display specific pieces of information, suchas the current date, time, or page number. When Word encounters a field, it is interpreted andthe field’s results are automatically displayed within the field.

When the insertion point is within a field, the field’s background turns gray to help identify it as a field.

To show a field’s code, place the insertion point in the field result and press Shift+F9.

Fields in Headers and FootersA common location for fields is in a document’s header and footer areas. You can usethe Header And Footer toolbar to insert fields quickly to show the current page num-ber, total number of pages in the document, date, and time.

LESSON 5


How to Add Headers and FootersProcedure Reference: Add Headers and Footers

To add headers and footers to a document:

1. Choose View→Header And Footer to display the header area and the Header AndFooter toolbar.

Word switches the view to Print Layout view, if necessary, to display headers and footers.

Text in the header is formatted with the Header style.

2. Add and format information in the header area.

3. On the Header And Footer toolbar, click the Switch Between Header And Footerbutton to move the insertion point to the footer.

4. Add and format information in the footer area.

5. On the Header And Footer toolbar, click Close to close the header and footer areaand review the header and footer in Print Layout view.

ACTIVITY 5-3Adding a Header and a Footer

Data Files:

• Annual Overview.doc


Scenario:Your manager is giving a presentation at the Relo Expo conference and would like to leave thecompany’s annual overview behind as a handout so potential clients can peruse last year’ssuccesses. Your job is to make the handout more identifiable as a Burke Properties documentand to make it easier for people to read.

LESSON 5



1. In the header area of the AnnualOverview document, type and cen-ter “Burke Properties AnnualOverview.”

a. Choose File→Open and, in the Look Indrop-down list, select the 084769Datafolder.

b. Select Annual Overview.doc and clickOpen.

c. Choose View→Header And Footer.

d. Press Tab to move the insertion point tothe center tab.

e. Type Burke Properties Annual Overview

2. Add a footer that includes the con-ference name, the current date andtime, and the file name and path onthe left and the page number onthe right.

a. On the Header And Footer toolbar, clickthe Switch Between Header And Footerbutton .

b. Type Relo Expo

c. Type a comma (,) and press theSpacebar.

d. On the Header And Footer toolbar, clickthe Insert Date button.

e. Type a comma and press the Spacebar.

f. Click the Insert Time button to add thecurrent time field to the footer area.

g. Type a comma and press the Spacebar.

h. On the Header And Footer toolbar, fromthe Insert AutoText drop-down list, selectFilename And Path.

i. Press Tab to move the insertion point tothe right-aligned tab.

j. Type Page and press the Spacebar.

k. Click the Insert Page Number button toinsert the automatic page numberingfield.

LESSON 5


3. Preview the new header and footercontent.

a. On the Header And Footer toolbar, clickClose.

b. On the Standard toolbar, click the PrintPreview button to see the header andfooter text.

c. On the Print Preview toolbar, click theClose button to return to Print Layoutview.

4. Save the file as My AnnualOverview.

Do not close My Annual Overview.docbecause it is required to perform thesubsequent activities in this lesson.


b. In the File Name text box, type MyAnnual Overview

c. Click Save.

TOPIC DModify Headers and FootersThere may be occasions when you want to change the text that appears in the header andfooter of the document. In this topic, you will modify the content in a document’s header andfooter.

Your company has recently incorporated, so the headers in all your documents need to changeto reflect the company’s new name. Fortunately, it is just as easy to change the text in a headeror footer as it is to change the text in the main part of a document.

How to Modify Headers and FootersProcedure Reference: Modify Headers and Footers

To change the contents of a header or footer:

1. In Print Layout view, double-click the header or footer area you want to modify.

You can also choose View→Header And Footer.

2. Make the desired changes.

3. On the Header And Footer toolbar, click Close.

Procedure Reference: Change Page Number Formats

To change page number formats:

1. Display the header or footer containing the page number.

2. On the Header And Footer toolbar, click the Format Page Number button to dis-play the Page Number Format dialog box.

3. From the Number Format drop-down list, select the desired format.

LESSON 5


4. Click OK to set the new format.

Page Number Format OptionsUsing the Header And Footer toolbar, you can change the page number formats fromthe default “1, 2, 3” format to any of the following Arabic or Roman numeral formats:

• -1-, -2-, -3-,...

• a, b, c,...

• A, B, C,...

• i, ii, iii,...

• I, II, III,...

ACTIVITY 5-4Modifying Headers and Footers

Setup:My Annual Overview.doc is open.

Scenario:Rather than use the annual overview as a handout at the conference, you will include it insidethe Burke Properties Annual Report instead. You will need to make sure that the overviewblends with the annual report. The header text reflects the title, and the footer has a page num-ber field.


1. In the header area of the My AnnualOverview document, change the textto read “Burke Properties AnnualReport.”

a. At the top of the document, double-clickthe header area to edit the text.

b. Select the word “Overview” and typeReport

LESSON 5


2. Edit the footer so it displays only acentered page number field, for-matted as a lowercase Romannumeral.

a. Switch to the footer area.

b. Delete all the text in the footer area.

c. Press Tab and click the Insert Page Num-ber button to add the page number fieldto the footer.

d. Click the Format Page Number button todisplay the Page Number Format dialogbox.

e. From the Number Format drop-down list,select the i, ii, iii option.

f. Click OK to format the page number.

g. On the header and footer toolbar, clickClose.

TOPIC EInsert a Page BreakSometimes you may want to force some text to move to its own page so that it will be printedon a separate page. You can control where text breaks across pages in your documents. In thistopic, you will insert a page break.

The report you’re working on has four different topics. On paper, the titles of the shorter topicsprinted at the bottom of one page, with the headings’ related paragraphs on the next. It tooksome doing, but you were able to add just the right number of blank lines before the headingto push it to the next page. You then had to repeat that task for the remaining topics to ensurethat they didn’t have the same “split” problem. It would be better if you could control exactlywhere one page ends and where another begins to prevent awkward content divisions and tokeep related content on the same page. Manual page breaks can do just that.

Automatic vs. Manual Page BreaksWhen there’s too much text to fit on a single page, Word inserts automatic, or soft, pagebreaks to accommodate the additional text. There may be times, however, when you want tocontrol where a page ends. In those cases, you can insert a manual, or hard, page break.Manual page breaks appear as a nonprinting, dotted line with the words “Page Break” in themiddle of the line.

Figure 5-3: A manual page break.

Automatic page breaks are primarily determined by margin settings in the Page Setup dialog box.

LESSON 5


The appearance of automatic page breaks depends on the view in which the document is displayed.

How to Insert a Page BreakProcedure Reference: Insert a Page Break Manually

To insert a manual page break:

1. Place the insertion point where you want the new page to begin.

2. Choose Insert→Break to display the Break dialog box.

3. Select Page Break, if necessary.

4. Click OK to insert the manual page break.

Press Ctrl+Enter to quickly insert a manual page break at the insertion point.

Procedure Reference: Hide White Space

In Print Layout view, the top and bottom margins of a page can sometimes get in theway when you’re trying to view text at the bottom of one page and the text at the topof the next page at the same time. To hide white space between pages in Print Layoutview:

Hiding white space also hides headers and footers.

1. Place the mouse pointer over the automatic page break between two pages.

2. Click once to hide the white space between the two pages. (Click again to showthe white space.)

LESSON 5


ACTIVITY 5-5Inserting Manual Page Breaks


Scenario:The Annual Report’s editor says you can use three pages for the overview text. Your managerwould like to reserve an entire page for both the Financial and Future Objectives topics. Toaccomplish that, you need to hide the white space between pages to make it easier for you touse manual page breaks to push the individual topics onto their own pages.


1. How many pages are in the document currently?2

2. Insert a manual page break beforethe “Financial” heading.

a. Scroll down and, near the bottom of page1, place the insertion point before theword Financial in the “Financial”heading.

b. Choose Insert→Break to display theBreak dialog box.

c. Under Break Types, verify that the PageBreak option is selected.

d. To insert a manual page break and pushthe “Financial” heading and its relatedtext to the next page, click OK.

3. Insert a manual page break beforethe “Future Objectives” heading.

a. Scroll down to page 2 and place theinsertion point before the word Futurein the “Future Objectives” heading.

b. To push the “Future Objectives” headingto page 3, press Ctrl+Enter.

c. On the status bar, verify that there arethree pages in the document. Theheader and footer are automaticallyadded to the new page.

4. Hide the white space betweenpages 2 and 3.

a. Position the mouse pointer over theautomatic page break between pages 2and 3 to display the Hide White Spaceicon, and click once to hide the footer onpage 2 and the header on page 3, as wellas the extra white space.

LESSON 5


5. Redisplay the white space betweenpages 2 and 3.

a. Position the mouse pointer over theautomatic page break between pages 2and 3 to display the Show White Spaceicon, and click once to redisplay thefooter, header, and white space.

TOPIC FDelete a Page BreakAs you review your document, you may feel that the page break is no longer necessary. Youcan delete page breaks in your documents. In this topic, you will delete a page break.

You inserted a page break in your document to leave room for a table that is no longerrequired. You don’t want to leave the document as is because the large white space looks bad.Fortunately, you can delete the page break you set.

How to Delete a Page BreakProcedure Reference: Delete a Manual Page Break

As you write or edit a document, you will likely change its length, perhaps makingone or more manual page breaks unnecessary. To delete a manual page break:

1. If desired, switch to Normal view.

It is often easier to work with manual page breaks in Normal view.

2. Place the insertion point on the same line as the manual page break that you wantto delete.

You can use the Special option in the Find And Replace dialog box to locate manual page breaks.

3. Press Delete.

4. If necessary, switch back to Print Layout view.

LESSON 5


ACTIVITY 5-6Deleting a Manual Page Break


Scenario:The Annual Report’s editor called and needs the extra page. Therefore, you have to return theoverview to two pages.


1. In Normal view, delete the manualpage break at the bottom of page 2.

a. Choose View→Normal to switch to Nor-mal view.

b. Scroll to view the page break above the“Future Objectives” heading. Place theinsertion point on the same line as themanual page break.

c. Press Delete to get rid of the manualpage break and return the document totwo pages.

d. On the status bar, click the Print LayoutView button .

2. How many pages is the document now?2

3. Save and close My AnnualOverview.


b. Choose File→Close to close thedocument.

LESSON 5


Lesson 5 Follow-upIn this lesson, you used a variety of page setup methods to arrange content on the page so thatit’s displayed the way you want it. You set the page orientation, changed margin settings,changed the paper size, added headers and footers, and inserted page breaks. These skills willhelp you put the finishing touches on any document.

1. Think about the types of documents you will be working with—perhaps a letter, report,handout, minutes, or itinerary. How might you take advantage of the various page lay-out options to enhance the printed document?

Answers will vary, but may include the following: Setting the page orientation or pageborder for a certificate; creating headers and footers to repeat information on eachpage; changing the margin settings to control the amount of text included on a page; andinserting page breaks to divide text logically or control page count.

2. Considering how you work, do you anticipate modifying a document’s page setupoptions when you first create a document or waiting until you are almost finished witha document? Why?

Answers will vary, but may include the following: I am likely to modify page setup optionswhen the document is created, since I know exactly how it should look and what the pagedimensions should be; or I am more likely to wait until a document is near completionbefore modifying page setup options, because I want to focus on the content rather thanpage design and I’m not sure how I want the document to look yet.

LESSON 5


Adding Tables

In this lesson, you will add tables to a document and customize the tables.

You will:

• Create a table.

• Enter information in a table.

• Modify table structure.

• Apply borders and shading.


LESSON 6

Lesson 6: Adding Tables 119

IntroductionTo this point, you’ve been primarily focused on entering and modifying text. That’s important,but so is how that text is arranged and presented on the page. In this lesson, you will discoverhow conveniently tables can be used to organize and enhance information.

Sometimes when data is presented as a list or a paragraph, it can be difficult for readers toprocess. When you use tables appropriately, they can significantly improve reader comprehen-sion by enabling you to organize your information and eliminate unnecessary words.

TOPIC ACreate a TableEntering information in a document is one thing. Arranging it in the most readable format isanother. In this topic, you will create a new table to help you organize information.

Presenting textual information is what word processing is all about. But when that text con-tains data, often the data gets buried, making it difficult to read. (See Figure 6-1.) Usually, thereader will benefit from seeing the data arranged in columns and rows. You may try aligningthe data in a table-like format using the Spacebar or inserting tabs, perhaps producing reason-able results, but if you ever need to change the data or how it’s formatted, you will likely haveproblems. By far, the most effective and efficient way to present data in columns and rows isto use tables. In short, tables make information more readily accessible to the reader with theleast amount of effort by you.

Figure 6-1: Similar information presented in a paragraph (left) and in a table (right).

TablesA table is a container used to organize text, data, or pictures. Tables consist of boxes calledcells. A group of cells arranged vertically is called a column. A group of cells arranged hori-zontally is called a row.

By default, Word applies a thin black border to the entire table.

LESSON 6


Figure 6-2: Typical table elements.

Nonprinting Characters in TablesWhen nonprinting characters are displayed, a standard table shows several of them.Each cell contains an end-of-cell marker to indicate the end of each cell. To the rightof each row is an end-of-row marker that indicates the end of the row. A columnmarker appears in the ruler at the boundary of each column. You can use these markersto select table elements. In addition to these markers, Word also displays nonprintinggridlines around the table cells. If a table has borders applied to it, gridlines arebeneath the borders. To show or hide gridlines on the screen, you choose Table→HideGridlines.

Gridlines are sometimes called boundaries.

Figure 6-3: Nonprinting characters in a table.

How to Create a TableProcedure Reference: Create a Table Using the Insert Table Button

To create a new table using the Insert Table button:

1. Place the insertion point where you want to insert the table.

2. On the Standard toolbar, click the Insert Table button to display the table sizegrid.

3. In the grid, click and drag to select the desired number of rows and columns.Release the mouse button to insert the new table into the document.

Each cell in the grid represents one cell in the table.

Other Table Creation MethodsYou can also create new tables by using the tools in the Insert Table dialog box(choose Table→Insert→Table) or on the Tables And Borders toolbar to literally draw atable. These two methods are slightly more complicated than using the Insert Tablebutton. However, they do offer more control over how your table will be formatted andplaced on the page.

LESSON 6


ACTIVITY 6-1Inserting a Table

Data Files:

• Sales Data.doc


Scenario:Your manager has supplied you with a document named Sales Data. The information is givenin paragraph form and is therefore rather difficult to follow. You decide that the data wouldwork better in a table, with a row for each sales associate and a column for each month’sworth of data.


1. Insert a new table with four rowsand four columns at the bottom ofthe Sales Data document.

a. In the 084769Data folder, open SalesData.doc.

b. Place the insertion point before theparagraph mark at the end of thedocument.

c. Choose Table→Insert→Table.

d. In the Number Of Columns box, type 4and then press Tab.

e. In the Number Of Rows box, type 4 andthen click OK.

2. Where is the insertion point?

a) Before the table.

b) After the table.

✓ c) In the first cell of the table.

d) In the last cell of the table.

e) At the top of the document.

3. Which nonprinting characters are displayed in the table?

✓ a) End-of-row markers.

✓ b) End-of-cell markers.

c) End-of-column markers.

d) End-of-table markers.

LESSON 6


4. Save the file as My Sales Data.

Do not close My Sales Data.doc becauseit is required to perform the subsequentactivities in this lesson.


b. In the File Name text box, type My SalesData and click Save.

TOPIC BEnter Data in a TableWith the knowledge of how to create a table, you are now ready to fill it with information. Inthis topic, you will enter data in your own table.

If you try to create a table-like structure using tabs, you are constantly dividing your attentionbetween positioning tab stops and entering the information. And you may have to reposition allthe tab stops just to keep the information aligned. In contrast, because a table’s columns auto-matically keep information aligned, you can concentrate on just entering the information in thetable. This can help reduce data entry errors while maintaining the appearance of your data.

Move Around in a TableMoving the insertion point between cells in a table is critical to entering information in a tableeffectively. You can move the insertion point in a table by clicking in the desired cell, but thisrequires you to use the mouse, which can slow you down when you’re entering information.Using the keyboard will help you move around quicker in a table. Table 6-1 displays somebasic table navigation techniques. It’s worth mentioning that some keyboard navigation tech-niques that you learned for moving the insertion point in the text area may work differentlywithin a table.

Table 6-1: Using the Keyboard to Move Around in a Table

To Move PressOne cell to the right Tab or Right Arrow

One cell to the left Shift+Tab or Left Arrow

Down one row Down Arrow

Up one row Up Arrow

Add a Row to the Bottom of a TableAs you use the keyboard to navigate in a table, it is possible to inadvertently add anew row to the bottom of the table. (Pressing Tab when the insertion point is locatedin the last cell will add a new row.) If you don’t want the extra row, simply undo theaction.

LESSON 6


DISCOVERY ACTIVITY 6-2Navigating in a Table

Setup:My Sales Data.doc is open.

Scenario:You want to be able to enter information in a table in the most efficient manner possible, soyou decide to take a minute to practice moving the insertion point around in the table that youjust created.

1. Move the insertion point around the table. Use the keyboard techniques listed in Table6-1 as a guide.

If you inadvertently change the table, such as adding a new row to the table, close the file without savingand reopen it.

How to Enter Data in a TableProcedure Reference: Enter Data in a Table

To type information in a table:

1. Place the insertion point in the appropriate cell.

2. Type the desired information.

3. Navigate to the next cell.

4. Repeat as needed.

Add a Tab to a CellJust like when you add information to the text area, within a table cell you can startnew paragraphs (press Enter) or break a line (press Shift+Enter). However, adding atab to a cell is different because pressing Tab will move the insertion point to the nextcell. To insert a tab within a cell, press Ctrl+Tab.

Type Text Before a TableWhen a table is at the beginning of a document, there’s no obvious way to type textabove the table. The trick is to place the insertion point in the first cell of the first rowand press Enter. You can then type as much text as you want.

Depending upon the skill levelof your students, you may

want to skip this activity.

LESSON 6


ACTIVITY 6-3Entering Data in a Table


Scenario:With the table created, you are ready to begin entering the sales data, which is given to you ina paragraph form.


1. At the top of the table, type thetable headings: “Associate,” “Jan,”“Feb,” and “Mar.”

a. In the first row, type Associate

b. Press Tab to move the insertion point onecell to the right.

c. Type Jan

d. Press Tab.

e. Type Feb

f. Press Tab.

g. Type Mar

2. Edit the “Associate” heading sothat it reads Jr. Sales Associate.

a. Press Shift+Tab three times to select the“Associate” cell.

b. Type Jr. Sales Associate to replace theold heading with the new one.

LESSON 6


3. In the second row, type the salesdata for Tim Jones.

a. Press the Down Arrow key once to movethe insertion point to the first cell in thesecond row.

b. Type Tim Jones

c. Press Tab and type 71 as his Januarysales figure.

d. Press Tab and type 66 as his Februarysales figure.

e. Press Tab and type 99 as his March salesfigure.

f. Press Tab to move the insertion point tothe beginning of the third row.

g. In the third row, enter the followingdata: Missy Lu, 155, 164, 213

h. Press Tab to move the insertion point tothe beginning of the fourth row.

i. In the fourth row, enter the followingdata: Miles Rodriguez, 130, 132, 140

TOPIC CModify Table StructureThere are a variety of ways to customize a basic table. One of the things you might need to dois to alter the structure of a table after you have created it. In this topic, you will modify thestructure of tables.

Imagine this scenario: you’ve created a table for the third-quarter report that shows the year-to-date revenues for your territory. Then, your manager decides it would be best to include a fullyear’s worth of data, and compare it to the same data for another territory. You’re going toneed extra columns and rows, and you might even need to move some of the existinginformation. You could start from scratch and create a whole new table structure, but then youwould have to re-enter all your existing information. Why bother? Take your existing table andmodify its structure to meet the new requirements.

How to Modify Table StructureProcedure Reference: Insert or Delete Columns or Rows

To insert or delete columns or rows:

1. Select the appropriate items in the table.

LESSON 6


• If you are inserting or deleting a single column or row, place the insertionpoint in an adjacent column or row.

• If you are inserting or deleting multiple columns or rows, select the numberof columns or rows in the table equal to the number you want to insert ordelete.

2. Insert or delete the columns or rows.

• To insert, choose Table→Insert and then choose the appropriate option:

— Columns To The Left

— Columns To The Right

— Rows Above

— Rows Below

• To delete, choose Table→Delete→Columns or Table→Delete→Rows.

Table Selection TechniquesYou can use various techniques to select areas in a table.

To Select This Do ThisThe entire table • Click in the table and choose Table→

Select→Table.

• Or, click the square move handle in theupper-right corner of the table. The mousepointer will be a four-way arrow.

A row • Click in the row and choose Table→Select→Row.

• Or, click in the margin just to the left ofthe row. The mouse pointer will be a right-pointing arrow.

A column • Click in the column and choose Table→Select→Column.

• Or, click the gridline at the top of thecolumn. The mouse pointer will be a dark,down-pointing arrow.

Several rows • Drag in the margin just to the left of therows.

Several columns • Drag along the gridline just above thecolumns.

A single cell (This is rarely required. It is nor-mally sufficient to click in a cell to activate it.)

• Click in the cell and choose Table→Select→Cell.

• Or, click in the lower-left corner of the cell.The mouse pointer will be a dark, right-pointing arrow.

A group of cells • Click in a cell, hold Shift, and press thearrow keys.

• Or, drag over the cells.

LESSON 6


Alternate Methods for Inserting or Deleting Columns and RowsYou can insert columns and rows by selecting the appropriate option from the InsertTable drop-down list on the Tables And Borders toolbar. You can also insert or deletecolumns or rows by right-clicking the selected columns or rows and choosing theappropriate option from the shortcut menu. If you insert by using this method, rowsare inserted above the current row, and columns are inserted to the right of the currentcolumn.

Inserting or Deleting CellsYou can insert individual cells by choosing Table→Insert→Cells, or by selecting InsertCells from the Insert Table drop-down list on the Tables And Borders toolbar. Whenyou do so, you can shift the existing cells down in the current columns or to the rightin the current rows.

You can delete individual cells by choosing Table→Delete→Cells. When you do so,you can shift the existing cells up in the current columns or to the left in the currentrows.

Procedure Reference: Set Column Width or Row Height by Using Table Bound-aries

To set the column width or row height by using the table boundaries:

1. Place the mouse pointer on the boundary to the right of the column you wish toadjust or below the row you wish to adjust, so that the mouse pointer becomes adouble-headed arrow.

2. Set the column width or row height.

• Drag the border up, down, right, or left to set an approximate size value.

• Double-click the border to automatically adjust the size to fit the row or col-umn contents.

Procedure Reference: Set Column Width or Row Height to a Specific Value

To set column width or row height to a specific value:

1. Place the insertion point inside the table. If you want to set the value for morethan one row or column at the same time, select the rows or columns.

2. Choose Table→Table Properties.

3. Select the Row or Column tab.

4. Click the Previous or Next buttons to select the column or row you wish to affect.

5. For rows, check Specify Height.

6. Enter the value you want for rows or columns.

• On the Row tab, enter the value in the Specify Height area.

• On the Column tab, enter the value in the Preferred Width area.

7. Click the Previous or Next buttons if you need to set values for additional rows orcolumns.

8. Set the values for the additional rows or columns.

9. When you have finished, click OK.

LESSON 6


ACTIVITY 6-4Modifying Table Structure


Scenario:As you are organizing the My Sales Data document, your manager calls to remind you that sheforgot to include a sales associate named James French who joined after Tim Jones. JamesFrench sold 112 houses in January, 120 in February, and 150 in March. She would like you toinclude his name and maintain the order in which sales associates joined the organization. Youalso realize that Miles Rodriguez has left the organization. In addition, each sales associate isentitled to a commission that will be calculated on the basis of houses sold by them, and thetable should reflect this. The table also seems to have too much white space in each column.

Later, your colleague tells you that he is preparing a document regarding the amount of com-mission to be paid to the sales associate, so you decide to remove those details from the table.He also tells you that the column headings need to stand out from the rest of the table’scontents.


1. Insert the additional row of infor-mation in the My Sales Datadocument for the sales associate,James French.

a. Click in the cell that reads “Tim Jones.”

b. Choose Table→Insert→Rows Below.

c. Click in the first cell in the new row andtype James French

d. Press Tab and type 112 as his Januarysales figure.

e. Press Tab and type 120 as his Februarysales figure.

f. Press Tab and type 150 as his March salesfigure.

2. Delete the row containing informa-tion about Miles Rodriguez.

a. Click in the cell that reads “MilesRodriguez” and choose Table→Select→Row.

b. Choose Table→Delete→Rows.

3. Insert an additional column to enterthe commission each sales associatewill earn.

a. Click in the cell that reads “Mar.”

b. Choose Table→Insert→Columns To TheRight.

c. Click in the first cell of the new columnand type Commission

LESSON 6


4. Adjust the column widths to fit thecolumns’ contents.

a. Place the mouse pointer anywhere onthe border line to the right of the Jr.Sales Associate column. The mousepointer becomes a double-headed arrow.

b. Double-click the border to adjust thecolumn width automatically to fit the col-umn’s contents.

c. Double-click the border to the right ofthe Jan column to adjust its width.

d. Double-click the border to the right ofthe Feb column to adjust its width.

e. Double-click the border to the right ofthe Mar column to adjust its width.

f. Double-click the border to the right ofthe Commission column to adjust itswidth.

5. Increase the height of the first rowby 0.25 inches.

a. Place the mouse pointer anywhere onthe border line above the Tim Jonesrow.

b. Drag the border down by 0.25 inches.

6. Delete the Commission column. a. Choose Table→Select→Column.

b. Choose Table→Delete→Columns.

c. Save the document.

LESSON 6


TOPIC DApply Borders and ShadingWhen you build a basic table, it’s simple to format it using Word’s built-in AutoFormatsettings. However, you can also customize the table formatting by modifying the table’s bor-ders and shading properties manually. In this topic, you’ll apply custom borders and shading totables.

Word’s AutoFormat choices give you a great, quick way to apply table formats such as bordersand shading. But there might be cases where you can’t get the effect you want from anAutoFormat. Perhaps you need shading and border colors that match your company’s letter-head; maybe you need to modify the shading for better print output. Whatever the reason, youcan apply your own borders and shading for ultimate control of the appearance of your table.

Borders and Shading OptionsYou can draw borders around or through the cells in selected parts of a table. See Table 6-2for a list and description of the table border options. You can apply grayscale or colored shad-ing to cells in selected parts of a table. See Table 6-3 for a list and description of the tableshading options.

Table 6-2: Table Border Options

Table Border Option ControlsSetting Which sides of the cells will have borders and whether

cells have diagonal lines through them. The availablechoices vary depending on whether you apply borders toindividual cells or the whole table.

Style The appearance of the border line: single, double, dashed,and so on.

Color The color of the border line.

Width The width of the border line.

Table 6-3: Table Shading Options

Table Shading Option ControlsFill Color The fill color for the shading.

Pattern Style Whether the fill is applied as a grayscale percentage, or asa pattern alternating the fill color and black.

Pattern Color The alternate color in a pattern; for example, you can havea stripe pattern in two separate colors instead of the fillcolor and black.

Changing Table FontsYou can also alter the appearance of a table by modifying the fonts in the table. Sim-ply select the text and use standard font-formatting techniques.

LESSON 6


How to Apply Borders and ShadingProcedure Reference: Apply Borders and Shading Using the Borders And Shad-ing Dialog Box

To apply borders and shading by using the Borders And Shading dialog box:

1. Select the table or table cells that you want to format.

2. Choose Format→Borders And Shading, or right-click the selection and chooseBorders And Shading.

3. On the Borders tab, select the settings you want for your borders. You can seehow your choices will look in the Preview box.

4. On the Borders tab, from the Apply To drop-down list, select Cell to apply theformats to just the selected cell, or Table to apply them to the entire table.

5. On the Shading tab, select the shading options you want. You can see how yourchoices will look in the Preview box.

6. On the Shading tab, from the Apply To drop-down list, select Cell to apply theformats to just the selected cell, or Table to apply them to the entire table.

7. Click OK.

Procedure Reference: Apply Borders and Shading Using the Toolbar

To apply borders and shading by using the Tables And Borders toolbar:

1. Select the table or table cells you want to format.

2. Display the Tables And Borders toolbar.

3. On the Tables And Borders toolbar, select the formatting options you want toapply.

• Click the Line Style drop-down arrow and select a line style.

• Click the Line Weight drop-down arrow and select a line weight.

• Click the Border Color drop-down arrow and select a border color.

• Click the Borders drop-down arrow and specify the cell borders.

• Click the Shading Color drop-down arrow and select a shading fill color.

LESSON 6


ACTIVITY 6-5Applying Borders and Shading


Scenario:Because your manager is particularly interested in the information about the sales associatewho has sold the maximum number of houses, you want to highlight that row of informationin the table to call attention to it.


1. Apply a double-line border of 3/4 ptwidth to the Missy Lu row.

a. Click in the cell that reads “Missy Lu”and choose Table→Select→Row.

b. Right-click the row and choose BordersAnd Shading.

c. If necessary, select the Borders tab.

d. In the Setting area, select Box.

e. In the Style list, scroll down and selectthe double-line style.

f. From the Width drop-down list, select 3/4pt.

g. Click OK to apply the border to theselected row.

2. Apply pale blue shading to the MissyLu row.

a. With the row still selected, right-click therow and choose Borders And Shading.

b. Select the Shading tab.

c. In the Fill area, select the Pale Blue fillcolor on the bottom row.

d. Click OK to apply the shading to theselected row.

e. To view the new formatting, click any-where outside the table to deselect therow.

LESSON 6


3. Save and close the My Sales Datadocument.



Lesson 6 Follow-upIn this lesson, you explored how to present new and existing information in a table. You suc-cessfully created a table and then entered data into it. Finally, you customized tables.Customizing a table enables you to arrange and format your table to present the information itcontains in the most effective way.

1. How will you use tables in your documents?

Answers will vary, but may include the following: To align text and data in rows and col-umns; to present large quantities of information in a nicely formatted manner; to helparrange content on a page; to create checklists and scorecards; and so on.

2. What type of information will you put in tables?

Answers will vary, but may include numeric data, paragraphs that should be presentedside by side to show a parallel process or workflow, complex instructions that must showa sequence, and so on.

LESSON 6


Inserting Graphic Elements

In this lesson, you will add graphic elements to a document.

You will:

• Insert a clip art picture.

• Copy clip art pictures within a document and between open documents.

• Move clip art pictures within a document and to another document.

• Create a chart from a Word table.

• Copy and move a chart from one location to another.

• Insert an image.

• Move an image within a document and to another document.


LESSON 7

Lesson 7: Inserting Graphic Elements 135

IntroductionSo far, you have been working with text-based documents. In this lesson, you will gain somehands-on experience adding graphic elements to a document.

We’re bombarded with documents every day. Many of them go unread because, at first glance,there is nothing special about how they look. When you include graphic elements in a docu-ment, you increase the likelihood that people will read and remember the document and itsmessage.

TOPIC AInsert a Clip Art PictureWord comes with a wide variety of colorful graphics you can use to add visual interest to yourdocuments. In this topic, you will insert one of these pictures into a document.

You’ve added as much text formatting as you can without it becoming a distraction, yet thedocument still needs something. You want to add another visual element—a picture—but youhaven’t drawn anything since the third grade. And even if you were an artist, you don’t havetime to draw anything now. You just want a simple image that you can place in the documentto support the text’s message. Word provides an extensive catalog of professionally createdpictures that you can add to your documents to make them more memorable.

Clip Art Task PaneUse the Clip Art task pane to search for media files, or clips, stored on your computer and theWeb. You search for clip art, photographs, movies, and sound files. Entering a word or phrasethat describes the clip you want to find and clicking the Go button returns found clips in theResults area.

Figure 7-1: The Clip Art task pane.

Resize ClipsWhen you select a clip in a document, small black squares called selection handles appeararound the edges of the clip. Dragging the clip’s top and side selection handles stretches it.Dragging the clip’s corner selection handles proportionally resizes the clip.

LESSON 7


Figure 7-2: Use selection handles to resize clips to fit better on a page.

How to Insert a Clip Art PictureProcedure Reference: Insert a Clip Art Picture

To insert a clip art picture:

1. Place the insertion point where you want to insert the clip art picture.

2. Choose Insert→Picture→Clip Art to display the Clip Art task pane.

3. In the Clip Art task pane’s Search For text box, type a word or phrase thatdescribes the clip art you want to locate.

4. If necessary, focus the search.

• To reduce the number of locations to search, select a location from theSearch In drop-down list.

• To specify the type of clips to find, use the Results Should Be drop-downlist.

5. Click Go to begin the search.

6. In the Results area, click the desired clip to insert it.

To view a clip’s properties, such as file size, creation date, or search keywords associated withthe clip, or if you’d like to preview a clip, in the Results box, move your mouse pointer over theclip’s thumbnail and click the arrow that appears. Choose Preview→Properties.

Procedure Reference: Proportionally Resize a Picture

To maintain a picture’s proportions as you resize it:

1. Select the picture.

2. Place the mouse pointer over one of the picture’s corner selection handles.

3. Click and drag the corner sizing handle until the picture is the desired size.

4. Release the mouse button to set the picture at its new size.

LESSON 7


ACTIVITY 7-1Inserting a Clip Art Picture

Data Files:

• Interest Rates.doc


Scenario:Because the Interest Rates document is going to be a monetary guide frequently used by yourcoworkers and their clients, you want the document to be easily identifiable so they can referto it quickly. You decide that adding a simple, money-oriented picture to the top of the docu-ment would help accomplish that while at the same time reinforcing the document’s financialmessage.


1. Open the Interest Rates.doc file anddisplay the Clip Art task pane.

a. From the 084769Data folder, open theInterest Rates.doc file.

b. Choose Insert→Picture→Clip Art to dis-play the Clip Art task pane.

2. Search for clip art pictures relatedto “money.”

a. Click in the Search For text box andtype money

b. In the Results Should Be drop-down list,uncheck Photographs.

c. Uncheck Movies.

d. Uncheck Sounds.

e. In the Clip Art task pane, click anywhereoutside the Results Should Be drop-downlist.

f. To the right of the Search For text box,click Go to locate and display clip art pic-tures related to “money” in the Resultsarea.

LESSON 7


3. Insert the dollar sign clip art pictureand proportionally size it so thatit’s about the same size as the“Interest Rates” title.

a. In the Results area of the Clip Art taskpane, click the dollar sign picture toinsert it.

b. In the document, select the picture.

c. Notice that eight sizing handles are dis-played around the picture’s edges. Placethe mouse pointer over the picture’sbottom-right corner until the mousepointer turns into a double-headedarrow.

d. Click and drag the corner selectionhandle until the picture is about a one-half-inch square.

e. Click in the blank area to deselect theclip art picture.

f. Close the Clip Art task pane.

4. Save the document as My InterestRates.

Do not close My Interest Rates.docbecause it is required to perform the nextactivity in this lesson.


b. In the File Name text box, type My Inter-est Rates

c. Click Save.

TOPIC BCopy Clip Art PicturesIn a few instances, you may feel that you can reuse pictures in the same document or inanother document. With Word, you can do so quickly and easily. In this topic, you will exploreways to copy clip art pictures.

You’ve found the perfect clip art image for your document, and you can think of many otherdocuments where it would work just as well. You can copy clip art within a document orbetween documents.

How to Copy Clip Art PicturesProcedure Reference: Copy a Clip Art Picture Within a Document

To copy a clip art picture within a document:

1. Select the picture you want to copy.

2. Copy the selected picture.


LESSON 7



• Press Ctrl+C.

• Or, right-click the picture and choose Copy.

3. Place the insertion point where you want to paste the copied picture.

4. Paste the copied picture.

Procedure Reference: Copy a Clip Art Picture Between Open Documents

To copy a clip art picture between open documents:

1. Select the picture you want to copy.

2. Copy the selected picture.



• Press Ctrl+C.

• Or, right-click the picture and choose Copy.

3. Switch to the document where you want to paste the copied picture.

4. Place the insertion point where you want to paste the copied picture.

5. Paste the copied picture.

Switch Between Open DocumentsTo switch between open documents, choose Window to display a list of opendocuments. The name of the file that is currently open in the active window has acheck mark next to it. Select the document you want to display in the active window.You can also switch between documents by clicking the document’s button on theWindows taskbar or by pressing Alt+Tab.

Procedure Reference: Delete a Clip Art Picture

To delete a clip art picture:

1. Select the picture you want to delete.

2. Delete the picture.

• Press Delete.

• Or, press Backspace.

LESSON 7


ACTIVITY 7-2Copying a Clip Art Picture

Data Files:

• Image Bank.doc

• Newsletter.doc

Setup:My Interest Rates.doc is open.

Scenario:Now that the money-oriented picture has been added to your My Interest Rates document, youdecide that it would be better to add the same picture before the “Contact Information” para-graph to reinforce the financial message. After seeing how it looks there, you decide that itdoes not really relate to the text in that paragraph. Your manager wants you to add all the pic-tures you work with to the Image Bank document so that all your colleagues can use themwhen required.


1. Open the Image Bank.doc andNewsletter.doc files.


b. In the 084769Data folder, select ImageBank.doc, hold down Ctrl and selectNewsletter.doc, and then click Open.

c. Choose Window→2 My InterestRates.doc.

2. Duplicate the dollar sign clip artpicture to the “Contact Informa-tion” paragraph in the My InterestRates document and to the ImageBank document.

a. Select the picture.

b. Choose Edit→Copy.

c. Scroll down and place the insertionpoint at the end of the word Informationin the “Contact Information” paragraph.

d. Choose Edit→Paste.

e. Choose Window→1 Image Bank.doc.

f. Place the insertion point at the end ofthe word Bank in the “Image Bank”paragraph and press Enter.

g. Choose Edit→Paste.

LESSON 7


3. Delete the picture in the “ContactInformation” paragraph in the MyInterest Rates document. Save andclose the My Interest Ratesdocument.

Do not close Image Bank.doc andNewsletter.doc because they are requiredto perform the next activity in thislesson.

a. Choose Window→2 My InterestRates.doc.

b. Select the picture in the “Contact Infor-mation” paragraph.

c. Press Delete.

d. On the Standard toolbar, click the Savebutton.

e. Choose File→Close.

TOPIC CMove Clip Art PicturesIn a few instances, you may feel that you can move pictures in the same document or inanother document to enhance the document. In this topic, you will explore ways to move clipart pictures.

You can move clip art within a document and between documents as easily as you can copyclip art.

How to Move Clip Art PicturesProcedure Reference: Move a Clip Art Picture Within a Document

To move a clip art picture within a document:

1. Select the picture you want to move.

2. Cut the selected picture.



• Press Ctrl+X.

• Or, right-click the picture and choose Cut.

3. Place the insertion point where you want to move the picture.

4. Paste the cut picture.



• Press Ctrl+V.


Procedure Reference: Move a Clip Art Picture to Another Document

To move a clip art picture to another document:

1. Select the picture you want to move.

LESSON 7


2. Cut the selected picture.



• Press Ctrl+X.

• Or, right-click the picture and choose Cut.

3. Switch to the document where you want to move the picture.

4. Place the insertion point where you want to move the picture.

5. Paste the cut picture.



• Press Ctrl+V.


Drag and DropWhen you only need to move a picture a short distance, it may be quicker to drag it.To do this, simply select the picture and drag it to the new location.

ClipboardChoosing the Cut command removes the selected item from a document and places iton the Clipboard. The Clipboard is a temporary place to store items for later pasting ineither the current document or another document. You can easily paste any item fromthe Clipboard. The Clipboard can hold up to 24 items.

ACTIVITY 7-3Moving a Clip Art Picture

Setup:Image Bank.doc and Newsletter.doc are open.

Scenario:Your manager also wants you to have a look at the Burke Properties newsletter and makeappropriate changes with respect to the placement and relevance of the pictures used in it. Forexample, the picture below the“Here’s What a Realtor Does for You” paragraph is probablynot needed in the newsletter but might be useful to your colleagues for other projects. The pic-ture at the end of the newsletter would look better in a more appropriate location.

LESSON 7



1. Move the picture below the “Here’sWhat a Realtor Does for You” para-graph from the Newsletterdocument to the Image Bankdocument.

a. Choose Window→2 Newsletter.doc.

b. Scroll down and select the picture belowthe “Here’s What a Realtor Does forYou” paragraph.

c. Choose Edit→Cut.

d. Choose Window→1 Image Bank.doc.

e. Place the insertion point at the end ofthe word Bank in the “Image Bank”paragraph and press Enter.

f. Choose Edit→Paste.

g. On the Standard toolbar, click the Savebutton.

2. Move the picture from the end ofthe Newsletter document to thebeginning of the “The Rates Say:Buy Now!” paragraph.

a. Choose Window→2 Newsletter.doc.

b. Scroll down and select the picture at theend of the Newsletter document.

c. Choose Edit→Cut.

d. Scroll up and place the insertion pointbefore the word The in the “The RatesSay: Buy Now!” paragraph.

e. Choose Edit→Paste.

3. Save and close both files.

LESSON 7


TOPIC DCreate a Chart from a Word TableEarlier in this lesson, you began to work with tables that contained numeric information.Another way to display numeric table information is to transform the table to a chart. In thistopic, you’ll create a chart from a Word table.

A picture is worth a thousand words and a chart is worth a tableful of numbers. If you wantpeople to really respond to the numbers you’re presenting in your table, and to really under-stand the relationships between the figures, don’t just show them the table; show them a chart.

ChartsDefinition:

A chart, also commonly referred to as a graph, is a visual representation of the rela-tionships between one or more series of numbers. Charts can be a variety of types,such as column charts, line graphs, or pie charts. Charts can have any or all of thecomponents listed in the following table.

Chart Component DescriptionCategory axis (X-axis); Value axis (Y-axis) The axes are the lines showing values against

which the chart data is plotted. Depending onthe chart type, the X-axis can appear along thebottom or up the left side of the chart; theY-axis is plotted at 90 degrees to the X-axis.

Scale The range of values on the value axis. Derivedfrom the values in the original table.

Axis labels Descriptions of the data plotted against thecategory axis. Derived from text in the origi-nal table.

Legend A visual indicator of which sections of thechart relate to which sets of values in thetable. Derived from text in the original table.

Titles Descriptive text added to the axes or the chartas a whole.

Data labels Descriptive text added to individual values inthe chart.

Example:

Figure 7-3: A column chart.

LESSON 7


Microsoft GraphMicrosoft Graph is a supplemental application that provides the charting functions to Word andthe other Microsoft Office applications. Whenever you create or modify a chart, Word auto-matically activates the Microsoft Graph functions and adds a Chart menu to the Word menubar, and a Microsoft Graph Help entry to the Word Help menu.

How to Create a Chart from a Word TableProcedure Reference: Create a Chart from a Word Table

To create a chart from a Word table:

1. Select the portion of the table that you wish to chart.

2. Choose Insert→Picture→Chart. The chart and associated datasheet appear inMicrosoft Graph.

3. Double-click the letter or number headings of any columns or rows on thedatasheet that you want to exclude from the chart.

4. Click the document to close Microsoft Graph and return to Word. The chart willbe inserted immediately below the associated table.

5. Drag the sizing handles to change the size of the chart as needed.

If you do not have any table data selected when you choose Insert→Picture→Chart, Word willinsert a chart with a generic datasheet at the insertion point.

Procedure Reference: Move a Chart Within a Document

To move a chart within a document:

1. Select the chart you want to move.

2. Cut the selected chart.



• Press Ctrl+X.

• Or, right-click the chart and choose Cut.

3. Place the insertion point where you want to move the chart.

4. Paste the cut chart.



• Press Ctrl+V.


The Table/Chart RelationshipChart data is based on the chart’s datasheet, not on the data in the table itself. Onceyou have created a chart from a table, there is no longer any relationship between thenumbers in the table and the numbers in the chart’s datasheet. Therefore, the chart willnot automatically update if numbers in the table change.

LESSON 7


ACTIVITY 7-4Creating a Chart

Data Files:

• Loan Rates.doc


Scenario:You have created a table showing the costs of various loans. This will be useful in illustratingto customers how affordable home improvement loans can be. To help your customers visual-ize and compare the principal and interest costs of their loans, you decide to create a chart ofthat information from the table data in your loan document. After you create the chart, yourealize that the default size and position of the chart are not in balance with the rest of thedocument.


1. In the Loan Rates document, createthe chart from the table data.

a. In the 084769Data folder, open LoanRates.doc.

b. Place the insertion point in the first cellof the table.

c. Choose Table→Select→Table to selectthe table.

d. Choose Insert→Picture→Chart to displaythe chart and its associated datasheet.

e. In the datasheet, double-click the Row 3row heading to exclude the total rowfrom the chart.

f. In the datasheet, double-click the Col-umn D column heading to exclude thetotal column from the chart.

g. Click the document to close thedatasheet and verify the appearance ofthe chart.

2. Size the chart proportionally withthe size of the table.

a. Click the chart once to select it and dis-play the sizing handles.

b. Drag the bottom-right sizing handledown and to the right to approximatelythe 5-inch mark on the horizontal rulerand the 6-inch mark on the verticalruler to increase the size of the chart.

LESSON 7


3. Move the chart to the end of thedocument.

a. With the chart still selected, chooseEdit→Cut.

b. Place the insertion point before the lastparagraph mark in the document.

c. Choose Edit→Paste to move the chart.

d. Save the document as My Loan Rates,and close the file.

TOPIC ECopy and Move a ChartThere may be times where you will need the same chart in several areas of your document.Instead of trying to re-create the chart each time, you can copy and duplicate the chart asmany times as needed. In this topic, you will move and copy charts.

You have a chart that outlines overall yearly sales. Your report contains a section for eachmonth of the year, but you’d like to have the chart of yearly sales appear in each monthly sec-tion as well. You can copy and paste the chart into each section without having to re-create it12 times.

How to Copy and Move a ChartProcedure Reference: Copy a Chart Within a Document

To copy a chart within a document:

1. Select the chart you want to copy.

2. Copy the selected chart.

3. Place the insertion point where you want to paste the copied chart.

4. Paste the copied chart.

Procedure Reference: Copy a Chart Between Open Documents

To copy a chart between open documents:

1. Select the chart you want to copy.

2. Copy the selected chart.

3. Switch to the document where you want to paste the copied chart.

4. Place the insertion point where you want to paste the copied chart.

5. Paste the copied chart.

Procedure Reference: Move a Chart to Another Document

To move a chart to another document:

1. Select the chart you want to move.

LESSON 7


2. Cut the selected chart.

3. Switch to the document where you want to move the chart.

4. Place the insertion point where you want to move the chart.

5. Paste the cut chart.

Drag and DropWhen you only need to move a chart a short distance, it may be quicker to drag it. Todo this, simply select the chart and drag it to the new location.

ClipboardChoosing the Cut command removes the selected item from a document and places iton the Clipboard. Choosing the Copy command makes a copy of the selected item andplaces the duplicate on the Clipboard, leaving the original item intact.

Procedure Reference: Delete a Chart

To delete a chart:

1. Select the chart you want to delete.

2. Delete the chart.

• Press Delete.

• Or, press Backspace.

ACTIVITY 7-5Copying and Moving a Chart

Data Files:

• Sales.doc

• Plans.doc


Scenario:Your manager has asked you to prepare charts that show the sales data for the four quarters inthe four regions—Northeast, Midwest, South, and West. You already have the charts for theNortheast and South regions and you notice that the sales in the Northeast region and the Mid-west region are the same, so you decide to use the same chart. The sales manager has preparedthe chart for the West region, which he no longer needs because he wants to concentrate onthe Midwest region. Furthermore, due to a decline in sales in the South region, the organiza-tion has decided to stop operations in this region, thereby making the chart obsolete in thisdocument.

LESSON 7



1. In the Sales.doc file, copy the North-east region chart and name it asMidwest.

a. In the 084769Data folder, open thePlans.doc and Sales.doc files.

b. Choose Window→2 Sales.doc.

c. Click the Northeast region chart once toselect it.

d. Choose Edit→Copy.

e. Scroll down and place the insertionpoint before the last paragraph mark inthe document.

f. Choose Edit→Paste.

g. Double-click the pasted chart to view thedatasheet.

h. Type Midwest

i. Click a blank area in the document toclose the datasheet.

2. Move the West region chart fromthe Plans document to the Salesdocument.

a. Choose Window→1 Plans.doc.

b. Click the West region chart once toselect it.

c. On the Standard toolbar, click the Cutbutton.

d. Choose Window→2 Sales.doc.

e. Scroll down to view the end of thedocument. Place the insertion pointbefore the last paragraph mark in thedocument and press Enter.

f. On the Standard toolbar, click the Pastebutton.

LESSON 7


3. Copy the Midwest region chart fromthe Sales document and paste it inthe Plans document.

a. Click the Midwest region chart once toselect it.

b. On the Standard toolbar, click the Copybutton.

c. Choose Window→1 Plans.doc.

d. Place the insertion point at the end ofthe word Plans in the “Future Plans”paragraph and press Enter.

e. On the Standard toolbar, click the Pastebutton.

4. Save and close the Plans document. a. On the Standard toolbar, click the Savebutton.

b. Click the Close button.

5. Delete the South region chart. a. Scroll up and click the South regionchart once to select it.

b. Press Delete to delete the chart.

6. Save and close the Sales document. a. On the Standard toolbar, click the Savebutton.

b. Click the Close button.

LESSON 7


TOPIC FInsert an ImageYou have a document and you want to add visual elements to it. You can do this by insertingimages. In this topic, you will insert an image from a file.

You want your document to stand out from other similar documents. You decide to add a fewimages to complement the text.

How to Insert an ImageProcedure Reference: Insert an Image

To insert an image:

1. Place the insertion point where you want to insert the image.

2. Choose Insert→Picture→From File to display the Insert Picture dialog box.

3. Navigate to the folder that contains the image you want to insert.

4. Select the target image.

5. Click Insert to insert the image.

6. Use the inserted image’s corner sizing handles to resize the image as needed.

Procedure Reference: Copy an Image Within a Document

To copy an image within a document:

1. Select the image you want to copy.

2. Copy the selected image.

3. Place the insertion point where you want to paste the copied image.

4. Paste the copied image.

Procedure Reference: Copy an Image Between Open Documents

To copy an image between open documents:

1. Select the image you want to copy.

2. Copy the selected image.

3. Switch to the document where you want to paste the copied image.

4. Place the insertion point where you want to paste the copied image.

5. Paste the copied image.

LESSON 7


ACTIVITY 7-6Inserting an Image

Data Files:

• Home Loans.doc

• House.jpg

• My Loan Rates.doc


Scenario:You have prepared a chart that shows the costs of various loans, but you feel that the docu-ment can be made more attractive by inserting an image of a house, which might motivatecustomers to take out a loan to improve their house. You plan to have two images of the samehouse and add effects to one, so that the customer gets a clear idea as to what their housewould look like before and after taking the home improvement loan. You have an image of ahouse in the 084769Data folder that you can use. Your colleague is also working on a docu-ment that requires the same image, and he wants you to duplicate the image in his document,Home Loans.


1. Insert the House.jpg file in the MyLoan Rates document.

a. Open the My Loan Rates.doc and HomeLoans.doc files.

b. Choose Window→2 My Loan Rates.doc.

c. With the insertion point at the beginningof the file, press Enter.

d. Choose Insert→Picture→From File.

e. Navigate to the C:\084769Data folderand select the House image.

f. Click Insert.

2. Reduce the size of the image. a. Click the image once to select it and dis-play the sizing handles.

b. Drag the bottom-right sizing handle upand to the left to approximately 3 onthe horizontal ruler and 2.5 on the ver-tical ruler to decrease the size of theimage.

LESSON 7


3. Duplicate the image from the MyLoan Rates document to the HomeLoans document.

Do not close Home Loans.doc because itis required to perform the next activity inthis lesson.

a. Choose Edit→Copy.

b. On the taskbar, click the HomeLoans.doc document button.

c. Scroll down and place the insertionpoint before the last paragraph mark inthe Home Loans document.


TOPIC GMove an ImageImages can enhance the look of a document. Therefore, it is important to place images atappropriate locations in a document. In this topic, you will move an image both within a docu-ment and to another document.

You inserted several images into your document to enhance its appearance. After reviewing thedocument, you realize that some of the images would work better if they were placedelsewhere. Fortunately, you can easily move images within a document, and even betweendocuments.

How to Move an ImageProcedure Reference: Move an Image Within a Document

To move an image within a document:

1. Select the image you want to move.

2. Cut the selected image.

3. Place the insertion point where you want to move the image.

4. Paste the cut image.

Procedure Reference: Move an Image to Another Document

To move an image to another document:

1. Select the image you want to move.

2. Cut the selected image.

3. Switch to the document where you want to move the image.

4. Place the insertion point where you want to move the image.

5. Paste the cut image.

Procedure Reference: Delete an Image

To delete an image:

1. Select the image you want to delete.

LESSON 7


2. Press Delete or Backspace.

ACTIVITY 7-7Moving an Image

Data Files:

• Pictures.doc

Setup:Home Loans.doc and My Loan Rates.doc are open.

Scenario:After you inserted the image in the Home Loans document, you realize that the image doesnot go well with the document, but that it would be helpful to move that image to the Picturesdocument so that other departments can use the image. However, there is a similar image inthe Pictures document and you want to keep only the latest image in the document.


1. Move the image from the HomeLoans document to the end of thePictures document.

a. Select the second image in the HomeLoans document.

b. Choose Edit→Cut.

c. Choose File→Open, select Pictures.doc,and click Open.

d. Scroll down and place the insertionpoint before the last paragraph mark inthe Pictures document and press Enter.

e. Choose Edit→Paste.

2. Delete the image in the Picturesdocument.

a. Scroll up and select the first image inthe Pictures document.

b. Press Delete.

3. Move the image from the end of thePictures document to the beginningof the document.

a. Scroll down and select the image at theend of the Pictures document.

b. Choose Edit→Cut.

c. Scroll up to view the“Pictures” heading.Place the insertion point before theparagraph mark in the “Pictures” head-ing and press Enter.


LESSON 7


4. Save and close all open files.

Lesson 7 Follow-upIn this lesson, you added graphic elements such as a clip art picture, chart, and image toenhance a document. You inserted and manipulated the graphic elements to support the textmessage. Finally, you copied and moved the graphic elements to appropriate places.

1. In your documents, how might you use images and charts?

Answers will vary, but may include to add interest to a document or to portray informa-tion in a more meaningful way.

2. What is your opinion of clip art? Do you intend to use it in your documents?

Answers will vary, but may include the following: Clip art provides a handy graphicslibrary and is a convenient way to add visual interest to text; clip art may be too“canned” looking for some documents and could distract the reader’s attention from thetext’s message.

LESSON 7


Performing Mail Merges

In this lesson, you will perform mail merges.

You will:

• Examine the steps in the mail merge process.

• Perform a merge on existing documents.

• Merge labels.

• Create a data source in Word.


LESSON 8

Lesson 8: Performing Mail Merges 157

IntroductionPeople who use word processing on a regular basis commonly need to produce documents,such as form letters, that are generally similar but customized for individual recipients. Word’smail merge feature enables you to create this type of document. In this lesson, you’ll performmail merges to produce a variety of customized documents.

Mail merge is a great tool if you need to produce a lot of similar documents that need just alittle bit of customization. Perhaps you personalize cover letters to include with each custom-er’s billing statement. Maybe you run labels for bulk mailings. Or, perhaps you work in anacademic setting, and need to produce grading reports for individual students. Instead of creat-ing each one of these documents individually, you can use a mail merge to produce them all ina few simple steps.

TOPIC AExamine the Mail Merge ProcessThere are several steps to a successful mail merge, and each step requires differentcomponents. Before performing a merge, you should understand the process you will follow. Inthis topic, you’ll examine the steps in the mail merge process.

Before you start on a car trip, you probably get yourself a road map. And before you start toperform a mail merge, you should be able to map out the steps in the merge for yourself. Ifyou understand the steps and components in the mail merge process before you start, you’llhave a road map that will help you perform all types of merges successfully.

Mail MergeYou can use mail merge to combine static information in one document with variable informa-tion in another document. The merge produces multiple customized documents that share abasic structure. You can use mail merge in Word to create a wide variety of customized docu-ments, including letters, emails, envelopes, labels, or even a company phone book.

If you have seen a sweepstakes letter from a magazine publisher, you have seen the results of a mail merge.

The Main Merge DocumentDefinition:

The main merge document is the merge component that contains the text and format-ting that does not vary in the final output. The main document must also contain oneor more merge fields, which serve as placeholders for the variable merge information.

LESSON 8


Example:

Figure 8-1: A main merge document.

The Data SourceDefinition:

The data source is the merge component that contains the variable information for themerge. The data source must contain a row of field names followed by rows of infor-mation that contain the information for the fields.

Data SourcesThe data source can be any one of a number of document types, such as a table in aWord document, an address list from Microsoft Outlook, or an Excel spreadsheet.Word supports the following file types as data sources:

• A Microsoft Outlook Contacts list.

• Address books from other email clients.

• An Office Address List (a list that you type during the merge process).

• A table in an Excel worksheet. The worksheet can contain multiple data sourcetables, each on a separate sheet.

• A table in an Access database.

• Tables in other databases.

• A table in an HTML file (a web page file).

• A table in a Word document. The table must contain a header row with the fieldnames, and data rows containing the merge data.

• A delimited text file. This is a plain text file in which the fields in each row areseparated by a comma or tab character, and each row of data is separated by acarriage return. The first line in the file must contain the field names.

Example:

Figure 8-2: A data source document.

LESSON 8


The Mail Merge ProcessThe mail merge process involves:

1. Entering text and formatting the main document.

2. Creating the data source.

3. Inserting fields in the main document to link it to the data source.

4. Merging the information to produce the customized output.

Merge FieldsYou can insert any of the following merge fields into your main document:

Field Type Field Name (Field Code) DescriptionMerge field Address Block

(AddressBlock)Inserts name and address informationfrom the data source to create anaddress. Word will either automaticallydetermine which fields in the data sourcecontain the name and address, or promptyou to match the fields manually.

Merge field Greeting Line (GreetingLine) Inserts the name of the recipient fromthe data source to create a greeting.Word will either automatically determinewhich fields in the data source containthe name, or prompt you to match thefields manually.

Merge field Electronic Postage (no fieldcode)

Adds postage to mailings if an electronicpostage program is installed.

Merge field Postal Bar Code (BarCode) Inserts a postal bar code based on streetaddress and zip code information in thedata source. Word will either automati-cally determine which fields in the datasource contain the address information,or prompt you to match the fieldsmanually.

Database field Varies according to fieldname in data source

Inserts content from a specified field in adata source.

Other mail mergefields

Various Introduce programmatic logic into themail merge process. One example is the“Skip Record If (SkipIf)” field. See theWord Help system for more informationon advanced Word fields.

LESSON 8


ACTIVITY 8-1Examining the Mail Merge Process

Data Files:

• Merge Letter.doc

• Mailing List.xls

• Complete Merge.doc


Scenario:You’re a Burke Properties agent in New York State. All agents in the company have beenasked to send a form letter out over Jan Burke’s signature to prospective commercial-propertycustomers in each territory. Jan’s assistant has already created the form letter and a company-wide mailing list. You’re not sure what to do next, so you ask a more experienced agent forsome help. She’s sent you her merge documents to look over.


1. Examine the Merge Letter formletter.

a. Open the Merge Letter.doc file.

b. After you have answered the followingquestions, close the document withoutsaving changes.

2. What do you need to insert into this document to convert it to a main merge docu-ment?

You must insert merge fields to link this document to a data source.

3. After you complete the merge, where should the variable information appear in thisletter?

After the date and before the body of the letter.

LESSON 8


4. Use Microsoft Excel to examine theMailing List data sourcespreadsheet.

a. Click Start.

b. Click My Computer.

c. Navigate to the 084769Data folder.

d. Select Mailing List.xls.

e. The data source file is not a Word docu-ment but an Excel spreadsheet. Youcannot open it directly in Word. ChooseFile→Open to open Microsoft Excel andthe Mailing List spreadsheet.

f. After you have answered the followingquestions, close Microsoft Excel.

5. How many fields are there in this data source? What are the fields?

Six fields: FirstName, LastName, Address1, City, State, and Zip.

6. In what order do the rows appear?

Alphabetically by first name.

7. True or False? The data source contains rows of information only for customers in NewYork State.

True

✓ False

8. Examine the Complete Merge docu-ment containing the completedmerged letters.

a. Close the 084769Data folder.

b. In Word, open the Complete Merge.docfile.

c. Press Page Down to scroll through thedocument.

d. After you have answered the followingquestions, close the document withoutsaving changes.

9. What two merge fields were inserted into the main merge document to link it to thedata source?

AddressBlock and GreetingLine.

10. Recipients from which states are included in this merged mailing?

States in the Northeast.

11. In what order do the mail merge letters appear?

Alphabetically by recipient’s last name.

LESSON 8


TOPIC BPerform a Merge on ExistingDocumentsIn the previous topic, you examined the steps in the merge process. Now that you understandthe steps, you can put them together by performing a merge. In this topic, you’ll perform amerge using existing documents.

Mail merge is a simple idea, but the process of performing a merge can be tricky. The infor-mation in this topic will enable you to perform successful merges every time, and producestacks of great-looking customized documents in a fraction of the time it would take you tocreate each one by hand.

How to Perform a Merge on Existing DocumentsProcedure Reference: Merge Existing Documents with the Mail Merge Task Pane

Microsoft provides a Mail Merge task pane to take you through all of the merge steps.To merge existing documents with the Mail Merge task pane:

1. Open a document.

• Open a blank document.

• Or, open the document you plan to use for your main document.

Although it is possible to create the main document and the data source as you perform amerge, it is generally preferable to create the documents ahead of time to be sure that they arestructured correctly.

2. Choose Tools→Letters And Mailings→Mail Merge to open the Mail Merge taskpane.

• The Mail Merge task pane will open at Step 1 if you have a blank documentopen, or if Word cannot determine the merge document type.

• The Mail Merge task pane will open at Step 3 if you have an existing mainmerge document open and Word can determine the document type.

3. If Step 1 is displayed, select one of the five document type options and click theNext: Starting Document link to move to Step 2.

4. Select the main document.

• Select Use The Current Document if you have an existing main merge docu-ment open.

• Select Start From A Template if you need to create a new main mergedocument.

• Select Start From Existing Document to select an existing document from alist of files.

5. Click the Next: Select Recipients link to move to Step 3.

6. Select the data source.

• Select the Use An Existing List option to use a Word, Excel, or Access datafile as the data source.

• Select the Select From Outlook Contacts option to use an Outlook email con-tacts list as a data source.

LESSON 8


• Select the Type A New List option only if you do not have an existing datasource.

The data source entries will appear in the Mail Merge Recipients dialog box.

7. Sort the data source, if desired.

• To perform a one-level sort, click the desired column heading. Text fieldswill be sorted alphabetically from A to Z; number fields will be sortednumerically from lowest to highest.

• To perform a multiple-level sort:

1. Click the drop-down arrow next to any field name.

2. Click Advanced to open the Filter And Sort dialog box.

3. Select the Sort Records tab.

4. Specify the sort fields and sort order.

5. Click OK.

8. Filter the data source, if desired.

• To perform a simple filter, click the drop-down arrow next to any field nameand select an option:

— All to show all recipients.

— Blanks to show only recipients with blank information in that field.

— Nonblanks to show only recipients with information in that field.

• To perform an advanced filter:

1. Click the drop-down arrow next to any field name.

2. Click Advanced to open the Filter And Sort dialog box.

3. Select the Filter Records tab.

4. Select the field you want to filter by.

5. Select the comparison operator.

6. Enter the value you want to filter by.

7. Click OK.

You can create multiple filters by specifying AND or OR conditions. AND conditions exclude morerecords; OR conditions include more records. See the Microsoft Office Word Help system formore information.

9. Uncheck the check boxes for any individual recipients you want to exclude.

10. Click OK in the Mail Merge Recipients dialog box.

11. Click the Next field to move to Step 4. (For example, if you are writing a letter,click the Next: Write Your Letter link.)

12. Insert merge fields into the document.

a. Position your insertion point where you want the field to appear.

b. Select the field.

• Click a standard merge field (such as AddressBlock or GreetingLine).

• Or, click More Items to insert fields directly from your data source.Select the field name and click Insert, and then click Close.

If the Match Fields dialog box appears, Word might not be able to map the standardmerge field to the fields in your data source. Use the dialog box to select the correctfields.

LESSON 8


c. For standard merge fields, use the dialog box for the field to make anychanges to the default settings for that field.

d. To insert the field, click OK in the dialog box for the field.

e. Repeat as necessary for other merge fields.

13. Click the Next field to move to Step 5. The data is merged together.

14. Preview the output for each recipient by clicking the Next and Previous buttons.As you preview, you can:

• Exclude a selected recipient by clicking the Exclude This Recipient button.

• Modify the recipient list by clicking the Edit Recipient List link.

15. Click the Next: Complete The Merge link to move to Step 6.

16. Print the completed document, if desired.

a. Click the Print link.

b. Select the records to print and click OK.

c. In your printer’s Print dialog box, click OK.

17. Save the completed document, if desired.

a. Click the Edit Individual Letters link.

b. Select the records to save and click OK to create a new document containingthe selected records.

c. Save the new document.

You might save the merge output if you want to print it at a later time, or if you want to makecustomized edits to the output for specific recipients.

Saving the Main Document and Resuming a MergeAt any time during your merge, you can save the original main merge document. Thiswill save the inserted merge field codes and a link to the data source, along with thedocument contents. You might do this if you want to resume the merge process at alater time. When you open the main merge document after saving it, Word will alsoopen the associated data source. You can then open the Mail Merge task pane andcomplete the merge.

If Word cannot locate the data source, Word will prompt you to open the data sourcemanually. If you do not want to open the data source or resume the merge, you canclick Options. You can then click:

• Remove Data/Header Source to break the link between the two documents butleave the merge codes. Do this if you want to merge a different data source intothis main document.

• Remove All Merge Info to remove the merge field codes and convert the docu-ment back to an ordinary Word document. Do this if you no longer need to usethis document as the basis for a merge.

The Mail Merge ToolbarYou can also perform merges by using the Mail Merge toolbar. The buttons for each ofthe merge steps appear on the toolbar in order from left to right.

LESSON 8


ACTIVITY 8-2Merging Existing Documents

Data Files:

• Merge Letter.doc


Setup:Word is running with no documents open. You have a print driver installed and configured asyour default printer. You might or might not have a physical printer.

Scenario:You need to create personalized letters for the commercial-property customers in your NewYork State territory. You want to arrange the completed letters in a logical order. You are on afirst-name basis with all of your customers. As you create the letters, you realize you arealready closing a commercial-property deal with one customer, Elizabeth Milko.


1. Select Merge Letter as the mainmerge document.


b. Choose Tools→Letters And Mailings→Mail Merge to open the Mail Merge taskpane.

c. Verify that Letters is selected and clickNext: Starting Document to advance toStep 2 of the Mail Merge task pane.

d. Select Start From Existing Document.

e. Click Open.

f. Open Merge Letter.doc. The main docu-ment opens in the document window.

2. Select Sheet 1 of the Mailing Listworkbook as the data source.

a. Click Next: Select Recipients to move toStep 3 of the Mail Merge task pane.

b. Verify that Use An Existing List isselected and click Browse.

c. The default location for data sources isthe My Data Sources subfolder. Navigateto the C:\084769Data folder.

d. Open Mailing List.xls.

LESSON 8


e. In the Select Table dialog box, click OK toopen Sheet 1 of the Excel workbook anddisplay the data source data in the MailMerge Recipients dialog box.

3. Sort the data source by recipients’last name, and filter the datasource to include only customers inNew York State.

a. In the Mail Merge Recipients dialog box,click the LastName column heading tosort the list alphabetically by last name.

Click the words in the heading, not the drop-down arrow.

b. Click the drop-down arrow next to theState column heading.

c. You will use the advanced Filter and Sortfeatures to produce letters to clients wholive in New York State only. Select(Advanced).

d. In the Filter And Sort dialog box, on theFilter Records tab, click the Field drop-down arrow.

LESSON 8


e. Scroll down in the field list and selectState.

f. The comparison operator is automaticallyset to Equal To, creating an exact matchwith the field contents. In the CompareTo text box, type NY

g. Click OK.

h. The filtered list shows five clients withaddresses in New York State. In the MailMerge Recipients dialog box, click OK.

4. Insert the address block with notitle and no company name.

a. Click Next: Write Your Letter to move toStep 4 of the Mail Merge task pane.

b. In the document, place the insertionpoint before the second empty para-graph mark after the date.

c. Under Write Your Letter, click AddressBlock to open the Insert Address Blockdialog box and display the default addresssettings.

d. From the Insert Recipient’s Name In ThisFormat list, select the choice for firstand last name with no title.

e. Uncheck Insert Company Name.

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f. Click OK to insert the AddressBlock fieldin the letter.

5. Insert the greeting field with a first-name greeting.

a. Position the insertion point before thethird empty paragraph mark after theAddress Block field.

There will be an empty paragraph mark afterthe greeting line and before the body of theletter.

b. Click Greeting Line.

c. In the Greeting Line Format area, fromthe middle drop-down list, select the firstname greeting, not the nicknamegreeting.

d. Click OK to insert the GreetingLine fieldinto the main document.

6. Exclude Elizabeth Milko as arecipient.

a. Click Next: Preview Your Letters tomove to Step 5 of the Mail Merge taskpane.

b. Click the Next Recipient buttonfour times to preview all the letters.

c. Click the Previous Recipient button twotimes to return to the letter for Recipient3, Elizabeth Milko.

d. Click Exclude This Recipient.

7. Print the completed letters. a. Click Next: Complete The Merge to moveto Step 6 of the Mail Merge task pane.

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b. Click Print to open the Merge To Printerdialog box.

c. Verify that All is selected and click OK toopen the Print dialog box.

d. Click OK to send the letters to the defaultprinter.

8. Save the individual letters as MyMail Merge and close thedocument.

a. Click Edit Individual Letters to open theMerge To New Document dialog box.

b. In the Merge To New Document dialogbox, verify that All is selected and clickOK.

c. The new document contains each separateletter on its own page. Save the newdocument as My Mail Merge

d. Close My Mail Merge.

e. Close the Mail Merge task pane.

f. Close the open main document withoutsaving changes.

LESSON 8


TOPIC CMerge LabelsYou have now merged data to create a customized letter. You can also perform merges thatcreate customized envelopes and labels. In this topic, you will merge envelopes and labels.

You’ve probably already realized that performing a mail merge is the fastest and easiest way tocreate any quantity of mailing labels or envelopes. With a simple main merge document and adata source for the addresses, it’s easy to use the merge function to create and print as manyenvelopes and labels as you need.

How to Merge LabelsProcedure Reference: Merge Labels

To merge labels:

1. Open a blank document.

2. Open the Mail Merge task pane, select Labels, and click the Next: Starting Docu-ment link.

3. Click Label Options to specify a size for the labels. You can select from a varietyof label products and sizes. The default is Avery 2160. Click OK. The documentis now formatted as a sheet of labels.

4. Click the Next: Select Recipients link.

5. Select the recipients as you would in any mail merge.

6. Click the Next: Arrange Your Labels link.

7. Insert the merge fields into one of the labels on the page.

8. Scroll down in the Mail Merge task pane and click Update All Labels to copy themerge fields to the other labels.

9. Preview, save, or print your merged envelopes as you would in any mail merge.

Creating Labels by HandIf you want to print a single label, choose Tools→Letters And Mailings→EnvelopesAnd Labels and select the Labels tab. Type the address in the text box, select SingleLabel, and click Print.

LESSON 8


ACTIVITY 8-3Merging Labels

Data Files:



Scenario:Burke Properties uses labels to address company mailings. To mail your letters, you’ll needaddress labels to go along with them.


1. Create a new Avery 2160 labeldocument as the main mergedocument.

a. Click the New Blank Document button toopen a new blank document.

b. Choose Tools→Letters And Mailings→Mail Merge to open the Mail Merge taskpane.

c. Select Labels.

d. Click Next: Starting Document toadvance to Step 2 of the Mail Merge taskpane.

e. Verify that Change Document Layout isselected and click Label Options.

f. The default label is an Avery 2160. ClickOK to convert the document to a sheet oflabels.

2. Select Mailing List as the datasource.

a. Click Next: Select Recipients to move toStep 3 of the Mail Merge task pane.

b. Verify that Use An Existing List isselected and click Browse.

c. Browse to the C:\084769Data folder andopen Mailing List.xls.

d. In the Select Table dialog box, click OK toopen Sheet 1 of the Excel workbook as thedata source.

LESSON 8


3. Sort the data source by recipients’last name, and filter the datasource to include only customers inNew York State.

a. In the Mail Merge Recipients dialog box,click the LastName column heading tosort the list alphabetically by last name.

Click the words in the heading, not the drop-down arrow.

b. Click the drop-down arrow next to theState column heading.

c. Select (Advanced).

d. In the Filter and Sort dialog box, on theFilter Records tab, click the Field drop-down arrow.

e. Select State.

f. In the Compare To text box, type NY

g. Click OK.

h. In the Mail Merge Recipients dialog box,click OK.

4. Insert the address block with notitle and no company name in allthe labels.

a. Click Next: Arrange Your Labels to moveto Step 4 of the Mail Merge task pane.

b. Verify that the insertion point is beforethe empty paragraph mark in the firstlabel on the page.

c. Under Arrange Your Labels, click AddressBlock to open the Insert Address Blockdialog box.

d. From the Insert Recipient’s Name In ThisFormat list, select the choice for firstand last name with no title.

e. Uncheck Insert Company Name.

LESSON 8


f. Click OK to insert the address block fieldin the first label.

g. Under Replicate Labels, click Update AllLabels to copy the AddressBlock field tothe other labels on the page.

5. Exclude Elizabeth Milko as arecipient.

a. Click Next: Preview Your Labels to moveto Step 5 of the Mail Merge task pane.

b. There is no Exclude This Recipient buttonfor labels. Click Edit Recipient List todisplay the Mail Merge Recipients dialogbox.

LESSON 8


c. Uncheck the check box for ElizabethMilko.

d. Click OK.

6. Print the labels. a. Click Next: Complete The Merge to moveto Step 6 of the Mail Merge task pane.

b. Click Print.

c. Verify that All is selected and click OK toopen the Print dialog box.

d. Click OK to send the labels to the defaultprinter.

e. Close the Mail Merge task pane.

f. Close the document without savingchanges.

LESSON 8


TOPIC DUse Word to Create a Data SourceIn the previous topics, you completed a merge using an existing data source. You can also cre-ate your own data sources. In this topic, you’ll use Word to create a data source document.

In many cases, your merge data source will already be provided. Maybe you’re using yourOutlook Contacts list; maybe your company has an Access database. However, if none of thosedata sources already exists, you can use Word to create a personalized data source for yourself.If you know how to structure a data source document in Word, you’ll always have the infor-mation you need to complete your merges successfully.

How to Use Word to Create a Data SourceProcedure Reference: Create a Data Source in Word

To create a data source in Word:

1. Create a new blank document.

2. Insert a table with the number of columns that equals the number of fields youneed for your data source.

3. Enter column headings in each column of the table to create field names. Followthe Data Source Field Name Guidelines.

4. Enter the data in separate rows in the table.

5. Save the document.

6. Test the data source by performing a merge.

Data Source Field Name GuidelinesUse the following guidelines when you create the field names in your data source:

• Make each field name unique within the data source.

• Begin all field names with a letter.

• Make field names as short as possible. Field names cannot exceed 40 characters.

• Do not use spaces in field names.

Creating a Main Merge DocumentThe only way in which a main merge document differs from an ordinary Word docu-ment is that the merge document contains merge fields. Because you can insert mergefields during the merge process, there are no special steps you need to take before themerge to create a main merge document. However, if you prefer, you can insert thefields into the document manually, prior to the merge, by using the Insert→Fieldsmenu choice. See the Microsoft Office Word Help system for more information oninserting merge fields manually.

LESSON 8


ACTIVITY 8-4Creating a Data Source


Scenario:Jan Burke wants to let three outstanding Burke Properties salespeople know that their personalshare of their home sales commissions is going to increase. Jan has asked you to prepare thebasic documents; Jan will personalize the memos and send them herself.


1. Create a new document and enterthe fields for the data source.

a. Create a new blank document.

b. Insert a table with four columns andfour rows.

c. In the first cell in the first column, typeFName and press Tab.

d. In the first cell in the second column,type LName and press Tab.

e. In the first cell in the third column, typeCurrent and press Tab.

f. In the first cell in the fourth column, typeNew and press Tab.

2. Enter the data for Jennifer Allen,whose percentage is increasingfrom 50% to 55%.

a. In the first cell in the empty second rowof the table, type Jennifer

b. In the second cell in the second row of thetable, type Allen

c. In the third cell in the second row of thetable, type 50%

d. In the fourth cell in the second row of thetable, type 55%

LESSON 8


3. Enter the data for James Hickey,whose percentage is increasingfrom 55% to 60%.

a. In the first cell in the empty third row ofthe table, type James

b. In the second cell in the third row of thetable, type Hickey

c. In the third cell in the third row of thetable, type 55%

d. In the fourth cell in the third row of thetable, type 60%

4. Enter the data for MichelleRobinson, whose percentage isincreasing from 50% to 60%.

a. In the first cell in the last row of thetable, type Michelle

b. In the second cell in the last row of thetable, type Robinson

c. In the third cell in the last row of thetable, type 50%

d. In the fourth cell in the last row of thetable, type 60%

5. Save the data source as My DataSource and close the document.

a. Save the document as My Data Source


Lesson 8 Follow-upIn this lesson, you performed mail merges to produce a variety of merge documents. Once youknow how to perform all the steps of a merge successfully, you will probably find many appli-cations for the mail merge technique. Think of using a merge any time you have documentsthat share most of the same text; chances are, you’ll be able to set up a merge and produce allthe customized documents you need in a fraction of the time it would take to type each oneindividually.

1. Describe some examples of mail merge output you have seen in your personalexperience.

Answers will vary, but may include prize or sweepstakes entry forms with a customizedname and address.

2. How do you think you will use mail merges in your work situation?

Answers will vary, but may include producing customized letters and envelopes for busi-ness correspondence.

LESSON 8


Proofing and Printing aDocument

In this lesson, you will use Word tools to make your documents more accurate, then previewand print a document.

You will:

• Check the spelling and grammar of a document.

• Create a new custom dictionary.

• Preview a document.

• Print a document.


LESSON 9

Lesson 9: Proofing and Printing a Document 179

IntroductionYour document may look great, with clip art, great fonts and colors, and so on. But if it is rifewith typos and grammar errors, it won’t matter how nice it looks.

If your document contains careless errors, the credibility of your message is diminished. Youcan prevent or correct most writing mistakes using Word’s proofing tools. Whether you realizeit or not, printing a document costs money. Each page may cost only a few cents for paper andink, but those pennies add up quickly if you are repeatedly printing a 20-page document, justto see how it will look on paper. By previewing your document before printing, you can stillsee how it will look and identify obvious errors without wasting money and the time it takesto print additional copies.

TOPIC ACheck Spelling and GrammarWhenever you proofread a document, you should fix spelling and grammar mistakes. Unfortu-nately, not everyone is good at identifying these errors. In this topic, you will use Word’sbuilt-in Spelling And Grammar tool to help locate and correct errors.

You just found out about a new request for a proposal that could bring your company thou-sands of dollars. The problem is that the deadline is just a few hours away. So you dash offthe proposal in Word and email the document, without checking the text for spelling or gram-mar errors. Though the client liked your ideas, she was appalled by the number of spelling andgrammar mistakes in your proposal. Your haste just cost your company a deal. Word’s SpellingAnd Grammar tool can make your documents more accurate as well as help you to avoidpotentially embarrassing mistakes.

ProofingThe process of checking a document for errors is called proofing. Before printing a document,it should be checked thoroughly to ensure that everything is accurate. Things to check forwhen you are proofing a document include:

• Words are spelled correctly.

• There is adequate spacing and margins.

• Images are appropriate and include captions where needed.

• Dates, names, addresses, and phone numbers are accurate.

• Correct font style and size are used.

• There is subject-verb agreement.

• Headings and subheadings are appropriately set off from other text.

• No slang words or jargon.

Main DictionaryAll programs in the Office System, including Word, use the main dictionary to check a docu-ment’s spelling. As you type or when you run the Spelling And Grammar checker, Wordcompares your spelling to the list of terms stored in the main dictionary.

The main dictionary does not contain word definitions. The main dictionary is neither editable nor viewable.

LESSON 9


How to Check Spelling and GrammarProcedure Reference: Check for a Misspelled Word or Ungrammatical Sentence

To check a word for incorrect spelling or a sentence for improper grammar:

1. Right-click the misspelled word or ungrammatical sentence to display a list ofpossible correct options.

2. Choose the correct option to replace the incorrect word or sentence.

3. If you do not see the desired option, use the shortcut menu to display additionaloptions.

• If it’s a spelling error, choose Spelling to see more spelling options.

• If it’s a grammar error, choose Grammar to see more grammar options.

Procedure Reference: Check Spelling and Grammar in a Document

To check a document’s spelling and grammar:

1. Move the insertion point to the top of the document.

You can also check a specific text selection for spelling and grammar.

2. Display the Spelling And Grammar dialog box.

• On the Standard toolbar, click the Spelling And Grammar button.

• Choose Tools→Spelling And Grammar.

• Press F7.

• Or, right-click a misspelled word and choose Spelling.

Double-clicking the Spelling And Grammar Status icon in the status bar also checks the docu-ment one occurrence at a time.

Right-clicking a word or sentence with a wavy underline will display a list of potential correctionsand/or explanations of what is wrong with the marked item.

If you click outside the Spelling And Grammar dialog box during a spell check, you will need toclick the Resume button in the dialog box to continue checking the text.

3. The first spelling or grammar error is displayed in the Spelling And Grammar dia-log box. Indicate how you want to proceed.

• Click Ignore Once to skip the occurrence this time but find the nextoccurrence. In this way, you can correct text on a case-by-case basis.

• Click Ignore All to leave the highlighted text unchanged and continue search-ing for the next error.

If you accidentally ignore an occurrence, you will need to recheck the document. On theSpelling And Grammar options tab, click Recheck Document. The next time you check thedocument, Word will locate the occurrence you previously ignored.

• Click Add To Dictionary to add the occurrence to the dictionary. This willallow Word to recognize the occurrence as correct.

• Click Change to replace the found text with the selected correction from theSuggestions list box.

• Click AutoCorrect to have Word make the correction for you.

LESSON 9


• Click Change All to replace all occurrences of the highlighted text with thesuggested word at the same time. Be careful—if you use Change All, youcan easily make changes you did not intend to make.

If you change your mind after changing text, click the Undo button in the Spelling AndGrammar dialog box to return to the last error.

4. Click OK to close the Spelling And Grammar dialog box.

ACTIVITY 9-1Checking a Document’s Spelling and Grammar

Data Files:

• Relocation Letter.doc


Scenario:You have finished writing a relocation letter to a client who will be arriving in Boston soon.The letter was typed in a hurry, and several misspellings and grammar problems are indicatedby the wavy red and green underlines. You need to review the errors and decide how you wantto handle them.


1. In the letter’s first paragraph, usethe shortcut menu to replace themisspelled word “inquring” and thegrammar error.

a. Open the Relocation Letter.doc file.

b. In the first sentence of the letter, right-click the misspelled word “inquring” todisplay a list of possible corrections.

c. Choose inquiring to replace the mis-spelled word.

d. In the second sentence, right-click theportion with the grammar error—the textwith the wavy green underline.

e. Choose Objective Of Burke Properties Isto correct the ungrammatical text.

2. With the insertion point at the top ofthe document, display the SpellingAnd Grammar dialog box.

a. Move the insertion point to the top ofthe letter.

b. On the Standard toolbar, click the Spell-ing And Grammar button.

LESSON 9


3. Correct obvious mistakes, andignore instances of company-specific words, such as“TeamServe,”“Beantown,” and“BurkeBuddy,” that the dictionaryquestions.

a. Word stops on the misspelled word“complament.” Because the correctspelling, “complement,” is alreadyselected in the Suggestions list box, clickChange to correct the spelling andcontinue.

b. Word found that the word “the” has beenrepeated. Click Delete.

c. The word “TeamServe” is not recognized,but it’s correct. Click Ignore Once to passover the word.

d. The word “Beantown” is not recognized,but it’s correct. Click Ignore Once to passover the word.

e. The word “BurkeBuddy” is not recognized,but it too is correct. Click Ignore Once.

f. A capitalization error is found. ClickChange to fix the error.

g. A Subject-Verb Agreement grammar prob-lem is found. Click Change.

h. Click OK.

4. Save the letter as My Relocation Letter.

LESSON 9


TOPIC BCreate a New Default DictionaryWhen you spell check a document, Word may incorrectly mark nonstandard words as errors—even if they are technically correct. If these words were added to a new default dictionary,they wouldn’t show up as errors. In this topic, you will create a new default dictionary con-taining words common to your documents.

You are spell checking your product catalog and Word is pausing on terms such as AceGrip,PowerHold, and TightLock—perfectly correct names for unique products that you sell. Unfor-tunately, Word doesn’t know that. And because the catalog document contains hundreds ofsuch product names, the spell check will take much longer than it should. You could ignore alloccurrences, but the next time you spell check a different document that contains those terms,the same thing will happen. Rather than repeatedly ignoring the terms, you can tell Word thatthese terms are correct. Once you do that, Word will ignore the terms if they are correctlyspelled, but it will still catch the misspelled ones. This will speed up your spell check as wellas improve its accuracy.

Custom DictionariesWhen you perform a spell check, Word looks up each word using the main dictionary. If aword isn’t found there, Word automatically accesses supplemental, or custom, dictionaries. Acustom dictionary is a list of words that you provide, such as names and business jargon. Onceadded to a custom dictionary, Word will ignore the term during a spell check and as you typeit. By default, Word includes one custom dictionary, Custom.dic. However, you can create orimport other custom dictionaries as needed.

Like the main dictionary, custom dictionaries are used by all Microsoft Office programs.

How to Create a New Default DictionaryProcedure Reference: Create a New Default Dictionary

To create a new default dictionary:

1. Choose Tools→Options and select the Spelling & Grammar tab.

2. Click Custom Dictionaries to display the Custom Dictionaries dialog box.

3. Click New to display the Create Custom Dictionary dialog box.

4. Name the new custom dictionary and click Save.

5. In the list of dictionaries, select the new dictionary and click Change Default. Thenew dictionary is made the default dictionary, displayed in bold, and moved to thetop of the list.

6. Click OK.

Procedure Reference: Add Words to the Default Dictionary

To add words to the default dictionary while spell checking a document:

1. Begin spell checking a document containing words that you want to add.

As you type, if a correct word is flagged with a wavy red underline, you can quickly add it to thedefault dictionary by right-clicking the word and choosing Add To Dictionary.

Open a custom dictionary inNotepad to show that it is just

a text file containing a list ofterms.

LESSON 9


2. When an unrecognized word is found that you want to include in the default dic-tionary, click Add To Dictionary.

3. Continue adding words as needed.

Procedure Reference: Modify a Dictionary

You can see words listed in, add words to, and delete words from any dictionary atany time by using Modify to display a dictionary. To modify a dictionary:

1. Choose Tools→Options and select the Spelling & Grammar tab.

2. Click Custom Dictionaries to display the Custom Dictionaries dialog box.

3. Select the dictionary to which you want to add or delete terms.

4. Click Modify to display the list of words included in the dictionary.

• To add a word to the dictionary, type the desired word and click Add, repeat-ing as needed.

• To delete a word from the dictionary, select the desired word in the Dictio-nary list box and click Delete, repeating as needed.

5. Click OK twice.

Managing DictionariesOnce a dictionary has been created, you can choose whether or not Word uses it bychecking or unchecking the dictionary in the list of dictionaries. From the list, you canalso remove a dictionary by selecting it and clicking Remove. This just takes the dic-tionary off the list; it doesn’t delete the dictionary. To do that, click either New or Add.In the subsequent dialog box, you can select the desired dictionary and press Delete.Click Yes to confirm the deletion.

ACTIVITY 9-2Creating a New Custom Dictionary

Data Files:

• Relocation Listing.doc

Setup:My Relocation Letter.doc is open.

Scenario:The relocation listing needs to be spell checked too. It contains many of the product namesyou just ignored while spell checking the relocation letter. Rather than ignore the names again,you decide to create a new default dictionary, Product Names, and add the desired words.


1. With the Relocation Listing documentopen, display the Custom Dictionar-ies dialog box.

a. Open the Relocation Listing.doc file.


c. On the Spelling & Grammar tab, underSpelling, click Custom Dictionaries.

LESSON 9


2. What is the name of the current default dictionary?Custom.dic

3. Create a new dictionary namedProduct Names.dic.

a. Click New to display the Create CustomDictionary dialog box.

b. In the File Name text box, type ProductNames

c. Click Save.

If Word prompts you that the file ProductNames.dic already exists, click Yes to replaceit.

4. Set the Product Names dictionary asthe default dictionary.

a. In the list of dictionaries, select ProductNames.dic.

Be careful not to uncheck the ProductNames.dic file.

b. Click Change Default.

The Product Names dictionary is bold with theword “default” in parentheses, and the newdictionary moves to the top of the list.

c. Click OK to close the Custom Dictionariesdialog box.

d. Click OK to close the Options dialog box.

5. Spell check the relocation listing,adding “Beantown,” “TeamServe,”and “BurkeBuddy” to the ProductListing dictionary.

a. On the Standard toolbar, click the Spell-ing And Grammar button to begin thespell check.

b. As expected, Word doesn’t recognize“Beantown.” Click Add To Dictionary toadd it to the Product Names dictionaryand continue the spell check.

c. Add both “TeamServe”and “BurkeBuddy” to the dictionary.

Rather than using the Spelling And Grammardialog box to add words to the dictionary, youcan right-click each term and choose Add ToDictionary.

d. Click OK to close the Readability Statisticsdialog box.

LESSON 9


6. Display the Product Namesdictionary.

a. Display the Options dialog box.

b. On the Spelling & Grammar tab, click Cus-tom Dictionaries.

c. With Product Names.dic selected, clickModify to display the list of wordsincluded in the dictionary.

7. True or False? “Beantown,” “BurkeBuddy,” and “TeamServe” are listed in the ProductNames.dic.

✓ True

False

8. Add the word “SoldByBurke” to theProduct Names dictionary.

a. In the Word text box, type SoldByBurke

b. Click Add.

c. Click OK to close the Product Namesdictionary.

d. Click OK to close the Custom Dictionariesdialog box.

e. Click OK to close the Options dialog box.

f. Close Relocation Listing.doc without sav-ing changes.

LESSON 9


TOPIC CPreview a DocumentThe next logical step might be to print the file. However, before you do that, it’s smart to pre-view the document so you can see what it might look like when printed. In this topic, you willpreview your document.

It’s wasteful to keep printing a document just to proof it, or to see if you like the layout. Bypreviewing your document before printing, you can still see how it will look and identify obvi-ous errors without wasting money and the time it takes to print additional copies.

Print Preview OptionsWhen a document is displayed in Print Preview, you have several ways to view the document.These options can be accessed from the Print Preview toolbar. (Figure 9-1 and Table 9-1 iden-tify many of the toolbar’s elements.)

Figure 9-1: The Print Preview toolbar.

Table 9-1 explains the Print Preview toolbar buttons in detail.

Table 9-1: Print Preview Toolbar Options

Print Preview Toolbar Button DescriptionSends the document directly to the default printer.

Magnifies the document at 100% or zooms out to display onepage or multiple pages.

Displays an entire page.

Displays more than one page at a time.

Displays a list of preset zoom settings or lets you enter a spe-cific percentage.

Hides and shows the horizontal and vertical rulers.

Attempts to reduce the number of pages that will print.

Hides the title bar, menu bar, status bar, and scroll bars.

Closes Print Preview and redisplays the document in the pre-vious view.

LESSON 9


How to Preview a DocumentProcedure Reference: Edit a Document in Print Preview

To edit your document in Print Preview:

1. Display the Preview window.

• On the Standard toolbar, click the Print Preview button.

• Choose File→Print Preview.

• Or, press Ctrl+F2.

2. Preview the document.

• To use the Zoom tool, display the Zoom drop-down list and select thedesired magnification.

• To use the Magnifier, place the mouse pointer over the area in the documentyou want to see at 100% and click.

• To see the document displayed using the full screen, click Full Screen.

You can also view a document at the full-screen size in Print Layout view by choosingView→Full Screen.

• To see several pages at the same time, click the Multiple Pages button.

3. If necessary, display the page you want to edit.

4. Use the Magnifier to zoom in on the area you want to edit.

5. Click the Magnifier button on the Print Preview toolbar to change the mousepointer from a magnifying glass to an I-beam.

6. Edit the document.

7. Click the Magnifier or click the Close button on the Print Preview toolbar toreturn to Print Layout view.

Fit a Document on a PageTo keep a document from spilling over to an extra page, in Print Preview, click theShrink To Fit button.

Undo Shrink To FitWhen you click Shrink To Fit in Print Preview, Word reduces the font size of all thetext in the document to reduce the document’s total page count. You may not want tokeep these changes. If that’s the case, before you save and close the document, be sureto choose Edit→Undo Shrink To Fit to restore the original font settings.

LESSON 9


ACTIVITY 9-3Previewing a Document


Scenario:You are determined to finish the letter and prepare it for printing. As you preview the docu-ment, you notice that the letter is longer than one page. You want to make it fit on one sheetof paper when printed. You also see a couple of edits that need to be made, such as adding thedate and finishing your job title, “Relocation Specialist,” in the letter’s closing.


1. Preview the letter. At the top of thepage, edit the document by typingtoday’s date on the blank linebelow Seattle.

a. On the Standard toolbar, click the PrintPreview button.

b. Place the Magnifier over the top-leftcorner of the document and click onceto zoom in on the top of the page.

c. On the Print Preview toolbar, click theMagnifier button to edit the document.

d. Place the insertion point on the linebelow “Seattle, WA 98126.”

e. Type March 13, 2005

2. Near the bottom of the page, com-plete the job title by adding theword “Specialist.”

a. Press Page Down to view the bottom ofpage 1.

b. On the line below “Tim Jones,” place theinsertion point after “Relocation.”

c. Press the Spacebar and type Specialist

3. Because the document is just a fewlines over, shrink the document sothat it fits on one page, then closethe preview.

a. On the Print Preview toolbar, click theShrink To Fit button .

b. On the Print Preview toolbar, click Closeto redisplay the document in Print Layoutview.

4. Save the file.

LESSON 9


TOPIC DPrint a DocumentOnce you are satisfied with how your document looks when you preview it, you are ready toprint the document. You will do that in this topic.

You and your manager are writing a contract that must be delivered across town by 5 P.M. oryour company could lose millions of dollars. You printed a copy for your records and areabout to email the contract when the power goes off. Your manager rushes into your office, butyou calmly hand her a copy of the contract that you printed just moments ago. The printedcontract can be sent by courier to meet the deadline. Technical problems often prevent deliveryand distribution of documents. Printing provides a tangible hard copy that’s easy to file, dis-tribute, and read.

Print OptionsYou can print a document with the default print options by clicking the Print button on eitherthe Print Preview or Standard toolbar. However, if you want to change any print options, youuse the Print dialog box. Figure 9-2 and Table 9-2 identify many of these options.

Figure 9-2: The Print dialog box.

Table 9-2: Print Dialog Box Options

Print Dialog Box Area DescriptionPrinter Select a different printer, display printer properties, and display

the selected printer’s status.

Page Range Specify exactly which pages you want to print.

Print What Print the document itself or other document attributes, such asits properties or AutoText entries.

Copies Select the number of copies you want and whether or not theyare to be collated.

Zoom Save paper by specifying how many pages will be printed on asingle sheet of paper.

LESSON 9


How to Print a DocumentProcedure Reference: Print a Document

To print the document in the active window:

To print the document in the active window quickly, click the Print button on the Standard toolbar tosend the document to the printer using the default print settings.

1. Display the Print dialog box.

• Choose File→Print.

• Or, press Ctrl+P.

2. Set the desired print options.

• To print specific pages, under Page Range, type the page number(s) you wantto print.

• To print multiple pages on one sheet of paper, in the Zoom area, select thedesired number of pages from the Pages Per Sheet drop-down list.

• To print multiple copies of the document, in the Copies area, set the NumberOf Copies spin box to the desired number.

3. Click OK.

To close the Print dialog box and return to the document without printing, click Cancel.

ACTIVITY 9-4Printing a Document

Data Files:

• Burke Draft.doc


Scenario:You have previewed your letter and are satisfied with how it looks and that there are no errors.You need to print two copies of the letter to be sent to your customers. Along with the letter,you need to send printed copies containing information about Burke Properties.

LESSON 9



1. Print two copies of the letter. a. Open the Burke Draft.doc file.

b. Choose Window→2 My Relocation.doc.

c. Choose File→Print to display the Printdialog box.

d. In the Copies area, in the Number Of Cop-ies spin box, type 2

e. Leaving all the other print options withtheir current settings, click OK.

2. Print the first two pages of theBurke Draft document.

a. Choose Window→1 Burke Draft.doc.

b. Choose File→Print.

c. In the Print Range area, select the Pagesoption and type 1–2

d. In the Copies area, in the Number Of Cop-ies spin box, type 2

e. Click OK.

Lesson 9 Follow-upIn this lesson, you used several proofing tools to make your document more accurate. You cor-rected a document’s spelling and grammar errors. You also added words to the built-in customdictionary, made minor changes to a document in Print Preview mode, and printed thedocument.

1. Of all of the proofing tools used in this lesson, which one do you think will help youcreate more accurate documents?

Answers will vary, but may include Spelling And Grammar or editing in Print Preview.

2. Based on what you learned in this lesson, how do you think these proofing tools willaffect the way you proof documents?

Answers will vary, but may include the following: Increase confidence when writing; bemore likely to try new words; or be more likely to proof documents “as you go” ratherthan waiting to edit them at the end.

LESSON 9


Follow-upIn this course you created, edited, and enhanced standard documents using Microsoft Word2003.

1. Which feature in Word will help the most as you create documents?

Answers will vary, but may include the following: The ability to save and reopen docu-ments for editing; the Spelling And Grammar tool to ensure more accurate documents;the Clip Art task pane and quick access to professional looking graphics; and so on.

2. What automatic features in Word will you use most often?

Answers will vary, but may include the following: AutoCorrect to prevent mistakes;AutoText to enter text quickly and consistently; and so on.

3. How will you use Word’s Help options?

Answers will vary, but may include the following: To learn more about the program; tofind answers to questions; to access the online Help offerings; and so on.

What’s Next?In addition, there are ECDL/ICDL certifications in areas related to several Microsoft Officesoftware applications. New Horizons offers preparatory courses for the following certifications:ECDL/ICDL– Spreadsheets , ECDL/ICDL– Presentation , and ECDL/ICDL – Database .

If you wish to pursue ECDL/ICDL certification in areas related to information technology, filemanagement, or using email and the Internet, New Horizons also offers the following courses:ECDL/ICDL – Concepts of Information Technology (IT) , ECDL/ICDL – Using the Computerand Managing Files , and ECDL/ICDL – Information and Communication .

FOLLOW-UP


borderA decorative line or pattern that is displayedaround an object such as a paragraph, picture,or page.

chartA visual representation of the relationshipsbetween one or more series of numbers.

custom dictionaryA list of words and terms that will be ignoredby Word’s spell-checking features.

data sourceThe merge component that contains the vari-able information for the mail merge.

delimited text fileA plain text file in which fields and rows areseparated by standard characters.

expanded menuA menu that displays all available options.

fieldA set of instructions that acts as a placeholderin a document. Each field is used to displayspecific pieces of information, such as thecurrent date or time.

fontA named set of characters that combines sev-eral design qualities, such as a typeface andfont style.

footerThe blank area in a page’s bottom margin.Ordinarily repeated throughout a document, afooter can contain textual or graphical infor-mation to provide context for the reader.

Format PainterA tool on the Standard toolbar that is used tocopy character or paragraph formatting fromone selection to another.

formatting markA nonprinting character, such as a space,paragraph, or tab, that is displayed in the textarea. The mark acts as a placeholder andidentifies when a formatting key has beenpressed.

graphA visual representation of the relationshipsbetween one or more series of numbers.

headerThe blank area in a page’s top margin. Ordi-narily repeated throughout a document, aheader can contain textual or graphical infor-mation to provide context for the reader.

indentA way to align a paragraph’s left and rightedges without changing the margins for theentire document.

landscapeA page positioned horizontally so that it iswider than it is tall.

line breakA formatting mark used to end the currentline manually before it wraps to the next lineautomatically.

listA way to present information separately fromthe surrounding text.

mail mergeThe process of linking static information con-tained in one document (the main document)with variable information contained in anotherdocument (the data source) to produce mul-tiple unique documents with the same basiccommon structure.

main dictionaryThe primary dictionary used to check a docu-ment’s spelling. The main dictionary isneither editable nor viewable.

GLOSSARY

GLOSSARY

Glossary 195

main merge documentThe merge component that contains the statictext and formatting.

marginThe area of white space along the top, bot-tom, left, and right edges of a page. Marginsdetermine the size of the document’s textarea.

merge fieldsPlaceholder areas in a main merge documentthat link the main merge document to the rel-evant variable information in the data source.

Microsoft GraphA supplemental application that provides thecharting functions to Word and the otherMicrosoft Office applications.

portraitA page positioned vertically so that it is tallerthan it is wide.

proofingThe process of checking a document forerrors.

ScreenTipA descriptive label that is displayed when youposition the mouse pointer over various itemsin the program window, such as a toolbarbutton.

selection handlesSmall black squares that appear around aselected clip. Selection handles can bedragged to resize the clip.

shadingA percentage of color that can be added tothe background of an object such as text, aparagraph, or table data.

short menuA menu that displays only the most com-monly used options.

special charactersUncommon punctuation, spacing, and typo-graphical characters that are not readilyavailable on the standard keyboard.

styleA set of formatting instructions that is storedunder one name. When the style is applied,all the formatting instructions are applied totext simultaneously and consistently.

symbolA text character that is not readily availableon the standard keyboard.

tab stopA mark on the horizontal ruler that indicateswhere and what type of tab is set in the para-graph where the insertion point is located. Atab stop enables you to line up text to the left,right, or center, or to a decimal character orbar character. Also referred to generically as atab.

GLOSSARY


AAutoCorrect, 12

Bborders, 86

custom, 87

Ccells, 120

charts, 145

creating, 146

clip art

inserting, 137

resizing, 136

Clip Art task pane, 136

Clipboard task pane, 42

columns, 120

Ddata sources, 159

creating, 176

datasheets, 146

delimited text file, 159

dictionary

adding words to, 184

custom, 184

default, 184

modifying, 185

document

editing in Print Preview, 189

merging, 163

naming, 17

navigating, 8

opening, 7

previewing, 188

printing, 191

saving, 16

views, 7

Eexpanded menus, 2

Ffields, 108

find, 52

font, 60

effects, 64

size, 60

styles, 64

footers, 108

adding, 109

modifying, 111

Format Painter, 70

formatting marks, 12

Ggrammar checking, 181

Hheaders, 108

adding, 109

modifying, 111

Help task pane, 26

hiding, 26

showing, 26

Iindent markers, 83

indents, 83

Llabels, merging, 171

landscape, 102

leader characters, 78

line breaks, 32

lists, 94

bulleted, 94

creating, 95

numbered, 94

Mmail merge, 158

main dictionary, 180

main merge document, 158

margins, 77

merge fields, 158

Microsoft Graph, 146

mouse pointers, 4

INDEX

INDEX

Index 197

Ppage breaks

automatic, 113

inserting, 114

manual, 113

page margins, 105

changing, 106

page number formats, 111

paragraphs

aligning, 80

indenting, 84

portrait, 102

Print Preview, 188

Rredo, 50

replace, 52

rows, 120

SScreenTips, 4

Search Results task pane, 27

selection handles, 136

shading, 86

short menus, 2

spacing

line, 99

paragraph, 99

special characters, 35

spell checking, 181

styles, 89

applying, 91

character, 90

paragraph, 90

symbols, 34

Ttab stops, 77

clearing, 78

moving, 78

setting, 77

tables, 120

borders, 131

changing fonts, 131

creating, 121

deleting columns and rows, 126

entering data, 124

inserting columns and rows, 126

moving in, 123

nonprinting characters, 121

selection techniques, 127

shading, 131

templates, 22

creating document from, 23

text

color, 67

copying, 42

copying formatting, 70

deleting, 47

dragging and dropping, 43

entering, 12

finding, 53

formatting, 60

moving, 42

pasting, 42

replacing, 53

selecting, 39

Uundo, 49

Vvertical alignment, 106

Wwhite space

hiding, 114

Wingdings, 35

word wrap, 12

INDEX
