setting page margins, orientation & page size · web viewmicrosoft word 2007. handouts....

Microsoft Word 2007Handouts

MS Word 2007 Staff Handouts Page 1

Microsoft Word 2007Part 1

Table of Contents *All tips are based on Microsoft Office 2007.

Setting Page Margins, Orientation & Page Size............................................................3

Formatting Text............................................................................................................6

Format Painter – For quick Formatting!.......................................................................7

To copy the format once.................................................................................................................8

To copy the same format more than once......................................................................................8

Bullets and numbering.................................................................................................9

Applying bullets / numbering as you type.......................................................................................9

Type then apply bullets / numbering............................................................................................10

Creating outlined bullets and numbers as you type......................................................................10

Modify bullets / numbering positions...........................................................................................13

Changing bullets / numbering style..............................................................................................15

Understanding page break & section break...............................................................16

Inserting page break..................................................................................................................... 16

Inserting section break..................................................................................................................17

Deleting page break/section break...............................................................................................17

Inserting headers and footers....................................................................................18

Viewing Header and Footer.......................................................................................................... 18

Inserting page numbers.............................................................................................19

Formatting page numbers..........................................................................................20

Selecting text.............................................................................................................21

Hanging indentation..................................................................................................23


Setting Page Margins, Orientation & Page Size 1. Page Layout > Margins

2. Select from pre-defined margins or click on Custom Margins…

Custom Page Margins

Type margin sizes you wish to use for each margin under the Margins tab: Top, Bottom, Left, and Right


Margins

You can manually type your desired centimeters in the box and press the TAB key to go onto the next one.

It is not necessary to click on the up and down buttons so many times.

Orientation

Click Portrait or Landscape in the Margins tab > Click OK.


Tip: Margins limits

Most printers have limits of how close they can print to the edge. They are not capable of printing all the way to the edge of the paper, because of the way that the printer handles paper.

When your document margins are too narrow, Microsoft Word returns an error message below.

To make sure that your text is not cut off, click the Fix button to automatically increase the margin width.

The minimum margin sizes are determined by the printer.

Orientation

Page Size

Select A4 for the paper size in the Paper tab

3. Click OK when all page setup settings are finished.


Tip: A3

When you are going to print your document in A3, it is best to set the paper size to A3 BEFORE you start working on the document. Printers will not print the document in A3 if it is set to non A3 paper size above.

If you change the paper size after you have done all your work, you will have to re-arrange the whole document because MS Word doesn’t know how to set the contents from A4 to A3 automatically.

Formatting Text

Quickly

Highlight the text you wish to change Click on the button on the tool bar

More Options

Highlight the Texto Click on the Home tabo Click on the Font dialogue

buttono Choose the options you would

like to apply to your text.

Strikethrough

Double StrikethroughSuperscript

Subscript

Shadow

Outline

Emboss

Engrave

SMALL CAPS

ALL CAPS


Font

Font Size

Bold Italic Underline

Text alignment buttons

Font Colour

Borders

Highlighter

Format Painter – For quick Formatting! Format painter is the one of the best tools available in Microsoft Office! It copies the format. It is extremely effective if you have a large amount to formatting to do as it saves time.

Format Painter copies all of the following formats and styles.


Format Painter

To copy the format once

1. Highlight text that you wish to copy the formatting from2. Click the Format Painter3. Select text to be applied the format

To copy the same format more than once

1. Double-click on the Format Painter icon (it will remain active until you turn it off.)

2. Highlight text to be applied the format

3. When you finish, click the Format Painter icon or press the Escape key on the key board.


(The mouse pointer will change to a “I beam” pointer and a brush icon appears.)

1

2

3

Bullets and numbering

There are a couple of ways of doing bullets and numbering.

Applying bullets / numbering as you typee.g. Bullets (it is the same for numbering.)

1. Click bullets button

2. Type an entry

3. Press ENTER key at the end of the entry (the next bullet appears automatically)

4. Repeat steps 2 and 3 until you finish your bulleted list

5. As you have finished, press ENTER key twice or click bullets button to switch off


Numbering

Bullets

Tip: Switch bullets/numbering ON and OFFThese buttons are toggle buttons. So click, it turns it on. Click again, it turns off.

Type then apply bullets / numberinge.g. Bullets (the same for numbering.)

1. Type your list up

2. Highlight the list

3. Press Bullets button

4. Done!

Creating outlined bullets and numbers as you type(e.g., Outlined numbers)

Your bullets/numbering lists can have multiple levels, i.e., having sub-headings and sub-lists. You need to work with the Increase and Decrease Indent buttons.

For example, a bullet list is below.

1. Home > Bullets or Numbering

2. Choose the type of outline you wish to use by clicking the arrow next to Bullets or Numbering


Undergraduateo College of Business

Marketing Economics Management

o College of Science

Increase indent

Decrease indent

Bullet List Numbered List

3. (The first outlined number appears automatically)

4. Type a main heading

5. Press ENTER key (next outline number automatically appears)

6. Type next main heading


8. When you wish to enter sub-heading, click Increase Indent


DecreaseIndent

IncreaseIndent

You can customise your Bullet or numbered list.

9. (Sub-outline number automatically appears)

10. Type sub-heading


12. Type next sub-heading


14. When you wish to create the next main heading, i.e., 3, click Decrease Indent

15. And so on.

16. When you wish to finish your outline numbering, press ENTER key twice or click Numbering to switch off.


Modify bullets / numbering positions

If you want to change the indents for bullets, for example, the indent from the bullet point to the point where the paragraph starts, you can use this tip. This may solve one of your mysteries about bullets, and can be also applied to numbering.

1. Create a new list with the bullet / number formatting you wish to use

2. Home > Multilevel List > Define New Multilevel List…

3. Click on more


4. Set the position (see more details in the following) > Click Set for All Levels, Then Click OK to return to your document.


(1) Bullet PositionAligned at:How far from the left margin.

(2) Text Indent at:How far the second and sub sequent lines are indented.

(3) Add tab stop at:How far the text on the first line is indented.

(2)

(1)

(3)Left Margin

Changing bullets / numbering style

1. Home > Bullets or Numbering

2. Click which style you wish to use

3. For advanced bullet options click on Home > Bullets > Define New Bullet

4. For advanced numbering options click on Home > Numbering > Define New Number Format


Types of bullets

Understanding page break & section break

What is the difference between page break and section break? Page Break

It simply separates content between pages. After the page break, the following text will always start at the beginning of the page.

Section BreakIt splits your document into sections and allows you to have multiple different headers/footers in your document. Each section can have its own header/footer formatting. For example, margins, page numbering, header/footer, portrait/landscape orientation, and page border. (See next page for more information)

Show/HideThis toggle button is an essential tool while working with page break and section break. It indicates to you where the breaks are and where you have pressed ENTER and SPACE key.

Note: Show/Hide mark will NOT be printed.

Inserting page break

1. Click where you wish to insert a page break

2. Insert > Page Break


Tip:

Shortcut key for inserting a page break is

Show/Hide

Inserting section break

1. Click where you wish to insert a section break

2. Page Layout > Breaks

3. Under Section Breaks click Next Page

Deleting page break/section break

Select page number / section break > Press DELETE key

NB: Be aware that when you delete a section break, the formatting for the preceding section will be also deleted. Also, Show/Hide needs to be turned on in order to see where page break/section break is inserted.


Show/Hide

NB:

Section breaks are strongly related to Different First Page and Different Odd/Even Headers and Footers (File > Page Setup > Layout tab).

When you insert a Next page section break in your document, the new section will also have a Different First Page setup.

Use the Different First Page option if you want a different heading on your first page than on the rest of your document. However, if you need more than just a different heading on your first page, you need section breaks.

Inserting headers and footers

1. Insert > Header or Footer (We will use Header)

2. Type Headers (e.g. your name and student ID number)

3. Click Go to Footer

Viewing Header and Footer

A quick way of viewing Header and Footer area is to double click on the Header and Footer area.


Note:This button will bring you down to the Footer area. To return to the Header area click Go to Header

Inserting page numbers 1. Insert > Page Numbers

2. Select Bottom of Page

3. Select the formatting for the page number


Form atting page numbers 1. Double click the Header or Footer (Header and footer tools will appear in the ribbon)

2. Highlight the Page number you want to edit

3. Goto Insert > Page Number > Format Page Numbers

4. Select the formatting you require for your page numbers.

5. Click OK to return to your document


Double Click

Number format

Selecting text Note: The following tips work on any views but Print Layout is the easiest to use. (View > Print Layout)

Selecting with the arrow mouse pointerPlace your mouse cursor in the left margin > Wait until your mouse cursor changes like this >>

Selecting one lineSingle click

Selecting one paragraphDouble click

Selecting entire documentTriple click (the same as View > Select All or press CTRL + “A” keys)


Margin area

Selecting text with I pointerWhen the mouse cursor looks like this >>

Selecting one wordDouble click

Selecting one paragraphTriple click

Selecting only one sentenceHold the control key down and click any part of the sentence.

Other shortcut keys to select text

Shift + Navigation KeysHold down the Shift key and press the appropriate arrow keys such as up and down arrow keys.(This method doesn’t require clicking the mouse!)

Selecting all texts in the documentCTRL + A selects the entire document.

Highlights from the current mouse pointer position to beginning of line

Highlights from the current mouse pointer position to end of line


Hanging indentation This is useful when adding references for your assignments. For long lists use the EndNote program.

1. Highlight the area for which you wish to do a hanging indentation2. Home > Paragraph

3. Select Hanging from the Special drop list in the Indents and Spacing tab > Click OK


VandenBos, G., Knapp, S., & Doe, J. (2001). Role of reference elements in the selection of resources by psychology undergraduates. Journal of Bibliographic Research, 5, 117-123.

Hanging Indentation From the 2nd line, it is indented.


Information CommonsMassey University Library

Semester Two 2008

Microsoft Word 2007Part 2

Pictures, Graphs and Charts

Table of Contents*All tips are based on Microsoft Office 2007.

Inserting Pictures.......................................................................................................26

Inserting pictures from your computer.........................................................................................26

Inserting pictures using clip art.....................................................................................................28

Inserting (copying) pictures from web sites..................................................................................30

Capturing screen snapshots..........................................................................................................32

Cropping pictures..........................................................................................................................33

Wrapping text around a picture....................................................................................................34

Using AutoShapes......................................................................................................37

Changing the fill colour.................................................................................................................38

Changing the line colour and style................................................................................................39

Inserting pictures into a shape......................................................................................................41

Drawing a flowchart......................................................................................................................43

Selecting and grouping objects.....................................................................................................47

Inserting Diagrams.....................................................................................................48

Inserting a table.........................................................................................................49

Inserting columns or rows.............................................................................................................50

Deleting columns / rows or tables................................................................................................51

Deleting a table.............................................................................................................................51

Merge Cells................................................................................................................................... 51

Split Cells.......................................................................................................................................52

Split Table..................................................................................................................................... 52

Moving / Resizing a Table............................................................................................................. 53

Resizing a column / row................................................................................................................53

Formatting Watermarks.............................................................................................55


Inserting Pictures Inserting pictures from your computer

1. Place your mouse cursor where you wish to insert a picture from your computer

2. Insert > Picture

3. Browse > select the file > click the Insert button


4. Done.


Tip: Copying from Windows Explorer

If you are already in the Windows Explorer window, you can copy from there rather than going through the menu process in MS Word.

1. Select the image > Copy (CTRL + C)

2. Go back to your MS Word

3. Paste the image (CTRL + V)

Inserting pictures using clip art

1. Place your cursor where you wish to insert clip art

2. Insert > Clip Art

3. (Clip Art searching box appears on the right hand side)


4. Type a keyword, e.g. “banana” > Click GO

5. Click on the image that you wish to use

6. Done


Inserting (copying) pictures from web sites

You may find some good pictures from the Internet and wish to use them for your documents.

1. Right click on the graphic (e.g., Massey logo) that you wish to copy on the website > Copy

2. Go back to your document > Paste (CTRL + V)


Tip: Saving an image from the web site

If you wish to keep the image, for later use, you can save it onto your computer.

Troubleshooting:

When right click menu doesn’t give you “Copy” or “Save As” options, the image you see could be some kind of video clip format.

For example, QuickTime and Flash movies are below. These ones are difficult to save as a picture image but capturing a screen snapshot would be a way to go! Please see the screen snapshot tip.


Tip: Image Google - http://images.google.com/ or http://search.live.com/images/

To get graphic images from the Internet quickly, Image Search Engine would be quickest by searching with key words.

Apple QuickTime Movie

Adobe Flash Movie

Capturing screen snapshots

Print Screen key (PrtSc SysRq or PrintScrn-SysRq) might be in a slightly different position, depending on the keyboard model. However, it should be close to the Backspace key on the keyboard.)

There are two different types of screen shots.

Capturing the entire screen (Using PrintScreen key only)

1. Click anywhere on the window screen once

2. Press the Ctrl + PrintScreen key.

3. Paste it into Microsoft Word.

Capturing the particular window screen (Using ALT and PrintScreen keys.)

1. Click on a particular window only, for example, an error message or dialogue box

2. Press both ALT + PrintScreen keys.

3. Paste it into Microsoft Word.


Cropping pictures

1. One click on the image to select ,

2. Go to Picture Tools > Format , Choose the Crop tool

3. Mouse over a Cropping handle, your mouse cursor will change depending on the Cropping handle your mouse is over.

4. Perform one of the following:

To crop one side, drag the centre crop handle towards the centre.


Note: The Picture tools tab will appear in the ribbon,

Corner Crop handle

Centre Crop handle

Wrapping text around a picture

1. Click to select the image that you wish to have text wrap around.


Click on the Text Wrapping tool button if the Picture Tools > Format tab is already displayed.

Double click on the image. (This will open the Picture Tools > Format tab.)

Right click on the image > select Format Picture

Picture Tools > Format

3. (Format Picture dialogue box appears) select the Layout tab > choose an option.


4. Click OK

Wrapping styles

In Line with TextThis is how Word puts pictures into documents by default

The picture sits on the line and is a part of the text as if it is a single text character. This often creates a large gap between the top and bottom part of the text, depending on how big the picture is. If the picture is smaller, the gap is narrower.

Square

Text wraps around the picture in a square shape.


Tight

Text wraps closely around the picture, depending on the shape of the picture.

Behind Text

The picture goes behind the text. It is often hard to select the object and move it after you have moved to behind the text.

Use the Select Object toolbar in the Drawing Toolbar to select the image.

In Front of Text

The picture goes top on the text. Some of the text will be hidden behind the picture.


Using AutoShapes 1. Click the Insert tab in the Ribbon > Click Shapes > click the button for the specific AutoShape figure

you would like.

2. Note: the mouse cursor will change to a +, hold down and drag the mouse.

3. Use the green rotation button to rotate the AutoShape

4. Some shapes have an additional yellow button this can alter the shape

5. Use the resize buttons to change the size of the AutoShape


Click Insert Click Shapes

Choose figure

Hold down and drag then release the mouse when your shape is at the desired size

Changing the fill colour

You can change the colour a shape is filled with, or have no fill colour.

1. Click once on the shape that you wish to change the fill colour (resizing handlers appear)


Double click on the shape (the Picture Tools, Format tab appears)

For more advanced options Right click on the shape > select Format AutoShape


Fill colour options

Fill colour options Colors and Lines

Click one of these buttons to apply a standard line colour.

No Fill: Removes the fill colour making the object transparent

More Fill Colours: Lets you define a custom colour

Picture: Lets you choose a picture for your fill effect

Gradient: Choose a gradient fill effect for the object

Pattern: Lets you create a custom pattern

Texture: Lets you choose a texture to fill the object with

Changing the line colour and style

This is similar to how you change the fill colour.

1. Click once on the shape that you wish to change the line colour and style (resizing handlers appear)

2. Perform the following:

Double click on the shape (the Drawing Tools > Format Tab will appear)

Click on the arrow next to Shape outline


More Outline Colors: Lets you choose a custom color

No Outline: Removes the outline colour

Weight: Click here to change the weight (thickness) of the line

Dashes: Click here to see segment styles available for lines

Arrow: Click here to choose from arrow styles

Click one of these buttons to apply a standard line colour.

Pattern: Click here to choose from pattern, diagonal, vertical etc…

Click Here (On the arrow)


Tip: No fill colour or line

The combination of no fill colour or line is a way to make the most of flow charts or diagrams.

a. For example, when drawing an arrow to point something out, but also when adding a text box above it, you would like to have them close without any cut off line.

e.g.

The text box contains text “This way” and the box has no fill and line colours. The background is white so you may think it is unnecessary. However, if it is still white in colour as default, and if you locate it too close to the black arrow, the arrow may be cut off partially because of the box.

b. Having a text box without fill colour and line is useful when you wish to type something in the middle of the page or right at the bottom of the page. You won’t need to press the ENTER key many times to reach there. You can simply draw a text box and set it with no colour. That will be a lot easier to manage.

e.g.

c. Another example is that you can circle an object on a screen snap shot as below. The circle has no fill colour.

e.g.

This way

Inserting pictures into a shape

How about this tip to make your shape or object prettier? You can insert a picture into a shape.

1. Insert a shape or object, e.g. a round shape

2. Double click on the shape (the Drawing Tools > Format Tab appears)

3. Click the arrow next to Shape Fill > Picture…


Shape Fill

Click here

4. Select the picture you wish to use

5. Click on Insert

6. Done


Select Picture

Drawing a flowchart

1. On the Ribbon, click Insert, click on Shapes, point to Flowchart then click New Drawing Canvas.

2. Using the resize handles on the canvas you can resize and adjust the canvas as you like.


It is easier to use drawing canvas, if your

are going to draw a complex diagram like

3. With the drawing canvas selected, click on Insert > Shapes > then select the shapes to use in your flowchart.

4. Repeat step 3 as necessary to create the shapes for your flowchart


5. Add connectors between each of the shapes.On the Ribbon, go to Insert > Shapes, and then click the line you want.

6. Connect two shapes by dragging the cursor between them at correct direction. The blue dots will appear around the shapes as the cursor over a shape.

blue dot

Locked connectors will keep the shapes connected even when you move the shapes.


7. Adding text to the shapesRight-click the shape, click Add text, and start typing.

8. Done


Tip: Uniform control with using the ALT key

With the same concept for other occasions such as resizing and moving shapes or objects, holding ALT key down while moving shapes. This can make it easier to have multiple objects the same size

Selecting and grouping objects

When you have many objects in a document and you wish to move them in a group or make one object, use the Select objects tool.

The drawing tool can be located at the top or bottom of the window, and looks like the one illustrated below. If it is not shown, go View > Toolbars > Drawing to show the Drawing toolbar.

Grouping is useful when moving multiple shapes and objects together.

1. Select multiple objects (Press and hold the Ctrl key whilst single left clicking an object)

2. Right click over the selected objects > Grouping > Group

3. Done


Notice: There are only one set of the resizing handles after the objects are grouped, i.e. MS Word is treating those objects as one object.

Ungrouping:1. Right click on the grouped object2. Grouping > Ungroup

Inserting Diagrams Word has several types of organisation diagrams that can be used.

1. Insert > SmartArt

2. Choose the type of diagram you wish to use

3. Edit your diagram

You can use the SmartArt Tools > Format and SmartArt Tools > Design tabs to change options for your diagram


Excel GraphsYou can also copy and paste graphs from Excel into Word. Once you have your graph as you would like it in Excel Select it then CopyOpen your Word DocumentPaste into Word, it is now a picture in word.

1

2

Inserting a table 1. One click in the location where you wish to insert a table

2. Click the Insert tab > Table.

3. Move the mouse down and across the drop-down table grid to create the desired size of your table.

4. Left click the mouse when X x Y table indicates your number of rows and columns.

5. A table is inserted.


As you move your mouse across the grid the table in your document will be automatically updated

Inserting columns or rows1. Put your cursor in the cell where you want to insert a column or row.2. Table Tools> Layout> Insert Below/Insert Right/Insert Above/Insert Right

Alternatively you can right click in the table where you want to insert columns or rows

1. Select a cell in the table where you wish to insert a column or row2. Right click and go to Insert3. Choose from the available options


Tip: To quickly add a row at the end of a table, click the last cell of the last row > press the Tab key.

Tip: Multiple rows / columns at once

If you wish to insert several rows at once, select that number of rows from the existing rows before, then insert as in step 2 above. Perform similar task for columns.

3

2

1

Choose an option

Right-click

Select a cell

Deleting columns / rows or tables

1. Click in the table for the position of row or columns to delete2. Table Tools >Layout

Deleting a table3. Click on Delete4. Select a option from the drop down box

Merge Cells1. Highlight the cells that you want to combine together

2. Table Tools > Layout (or RIGHT click on the selected area) > Merge Cells

3. Two cells are merged


Split Cells1. Put your cursor in the cell that you want to split

2. Table Tools > Layout (or, RIGHT click on the cell that you want to split ) > Split Cells

3. Decide how many rows or columns you wish to create from the one cell > Click OK

4. One cell is now divided into two columns.

Split Table1. Put your cursor in the table where you want to start the second table


Type your table size

This is where you wish to split the table.

2. Table Tools > Layout > Split Table

3. The table is now divided to two tables.

Moving / Resizing a Table

Resizing a column / row1. Mouse over your table and watch how your cursor changes. As you move over the row or column border you will

turn into a double arrow.

Mouse over on the column border Mouse over on the row border

2. Use this to adjust the row / column


The table move handle moves the whole table around on the page.

The table resize handle resizes the whole table proportionally.

Alternatively, you can adjust the size of row / column by using ruler.

1. Mouse over the row / column adjusters in the ruler.2. Adjust the width and height when the cursor changes to resizing pointer >>

Adjusting table column. Adjusting table row.


Tips When adjusting row height with the ruler, only the row border you move will change size. When adjusting row height with the ruler, you have to be in Print Layout view. (View > Print

Layout) If you don’t see the ruler, View > Ruler

2nd

column3rd

column1st

column

4th row

3rd row

2nd row

1st row

Formatting Watermarks

A Watermark is a pale image or text that is displayed behind text in a document, either diagonally or horizontally. The watermark displays important information that won’t be missed by the reader such as “Confidential” and “Draft”.

1. Page Layout > Watermark

2. Click the watermark you wish to use

You can create a custom watermark by going to Page Layout > Watermark > Custom Watermark


Text:ASAP, Copy, Do Not Copy, Draft, Original, Personal, Sample, Top Secret, and Urgent are other options.

Text formatting:You can change text, font, size, colour, and layout styles here.

Picture watermark:To have a picture as a watermark, choose this option. (You need to have a picture saved somewhere on your computer or disk to select picture.)

No watermark:To remove the watermark, choose this option.

WatermarkSample

[CONFIDENTIAL]

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