Understanding Formatting

in Microsoft® Word 2003

Understanding Formatting in Microsoft® Word 2003

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SMS028: Understanding Formatting in Microsoft® Word 2003Index

Introduction..........................................................................................................................1

Layouts........................................................................................................................1Formatting Text...................................................................................................................3

Understanding Fonts....................................................................................................5Understanding Formatting, Character Effects, and Styles............................................5Changing Fonts............................................................................................................6Adjusting Font Size.......................................................................................................6Applying Text Formatting.............................................................................................7Applying Character Effects...........................................................................................7Highlighting Text..........................................................................................................8Using Styles for Quick Formatting................................................................................8

Formatting Paragraphs.......................................................................................................9Understanding Alignment............................................................................................9Aligning Text................................................................................................................9Applying Borders........................................................................................................10Adding Shading..........................................................................................................10Understanding Shortcut Menus..................................................................................11Inserting Bullets.........................................................................................................11Applying Automatic Numbering.................................................................................12Using the Paragraph Dialog Box.................................................................................12Revealing Non-printing Characters and Text Boundaries...........................................14Setting Left and Right Indents....................................................................................14Adding Hanging and First Line Indents.......................................................................15Setting Line Spacing..................................................................................................15Modifying Character Spacing.....................................................................................16Understanding Tab Stops...........................................................................................16Working with Tabs......................................................................................................17

Working in Sections...........................................................................................................18Understanding Sections.............................................................................................18Changing Margins......................................................................................................18Experimenting with Page Orientation.........................................................................19Inserting Page Breaks................................................................................................19Inserting Columns......................................................................................................19Inserting Section Breaks............................................................................................20Inserting Different Headers, Footers, and Page Numbers in Sections.........................21Understanding Pagination Options.............................................................................22Applying Line Breaks..................................................................................................24

Working with Tables..........................................................................................................25Understanding Tables................................................................................................25Inserting Tables..........................................................................................................25Deleting Rows from Tables.........................................................................................26Deleting Columns from Tables...................................................................................26Merging Cells.............................................................................................................26Changing Table Properties.........................................................................................27

Adding and Linking Content from other Programs.......................................................28Adding & Linking Excel Objects..................................................................................28Linking a PowerPoint Presentation.............................................................................30

Index ................................................................................................................................... 31

IntroductionChanging the look of text and the layout of a document can add interest and can help readers comprehend information more quickly and easily. For example, if you place headings in a larger,

bolder typeface than that of the body text, you can help readers quickly identify the information they are looking for. Also, if you adjust the spacing of text or place it in a table, you can add to the readability of your text and thereby enable greater reader comprehension. Modifying the appearance of a document by adding color, borders, differing fonts, sections, and tables makes the document more appealing and will draw your readers in.

Word enables you to adjust the formatting of a document through commands in the Format menu and in the Standard and Formatting toolbars. This guide discusses the kinds of formatting options Word offers you and gives simple instructions for changing the appearance of a document. The level of information in this guide ranges from novice to advanced, so more experienced Word users may choose to skip through information with which they are already familiar. Novice Word users will benefit from following the guide step by step because many sections build upon information presented in earlier sections.

LayoutsWord 2003 provides various layouts to make it easy to work with your documents on screen. Layouts such as the Normal, Print, Web and Outline, you are familiar with from previous versions of Word. The newest layout called the Reading Layout allows you to view two pages of a document at once and has thumbnails to allow you to easily jump around in the document. You can use the Document Map to quickly view all the section headings of the Document. The layout flips through pages much like a book would. After you switch to the Reading Layout, you may note that it ignores all page and section breaks and will look different than in the normal, print, outline or reading view. Print Layout is useful for seeing how all headers and footers and all other elements will look in their printed positions. The Web layout is useful for seeing how a document may look laid out when in a Web browser.

The Reading Layout in Word 2003

To Change Layouts1. Click View on the menu bar then click Normal, Web Layout, Print Layout, Reading

Layout or Outline.2. The view changes to the one you have selected.

To View Thumbnails while in the Reading Layout:

1. Click the Thumbnail button on the toolbar.2. The view changes to the one you have selected.

The Reading Layout with Thumbnails in Word 2003

To View the Document Map Pane while in the Reading Layout:1. Click the Document Pane button on the toolbar.2. The view will change to include the Document Pane.

Document Map pane in the Reading Layout

Thumbnail Pane

Document Map pane

To Compare Documents side by side:1. Open both Word documents that you wish to compare.2. On the Window menu, click Compare Side by Side with.3. To scroll through both of the documents at once, click the Synchronous Scrolling

button on the Compare Side by Side toolbar.4. Click Close Side by Side to stop comparing the documents.

Formatting TextUnderstanding Fonts

The most common visual element you will use in Microsoft® Word is text. Fortunately, Word offers a number of styles, fonts, and character effects you can use to make your text more interesting.

The simplest way to spruce up text is to change its font. A font is a set of all the characters available in one typeface and size, including uppercase and lowercase letters, punctuation, and numerals. Two common fonts are Arial and Times New Roman.

Fonts can generally be classified in a couple of ways. Serif fonts such as Times New Roman contain characters that have small finishing strokes, called serifs, that tend to lead the eye from character to character. Sans serif fonts contain characters that do not have any finishing strokes. Arial is an example of a sans serif font.

Two other types of fonts are decorative fonts and script fonts. Although there are fewer decorative and script fonts than serif or sans serif fonts, they are still useful. Script fonts are appropriate for formal documents such as invitations, while decorative fonts are more casual and can allow you to be more creative.

In addition to serif, sans serif, script, or decorative, fonts are also either proportionally spaced or monospaced. A proportional font contains characters of different widths; typically, the capital M is the widest character and the narrowest is the lowercase l. A monospaced font assigns a fixed size to the space for all characters.

Note: Most fonts, such as Times New Roman, are proportionally spaced. A common monospaced font, however, is Courier New.

One final type of font is a symbol font. Symbol fonts contain special characters that are not part of the alphabet. A common example of a symbol font is Wingdings.

Once you’ve selected a font for your text, you have several more options for making your text more interesting. For example, you can increase or decrease the size of your font.

There also might be occasions when you want to apply an effect to your text. There are several character effects you can use to place emphasis on text or to create an interesting design. Some of the most common character effects are Shadow, which places a shadow behind text; Subscript, which makes text smaller and moves it slightly lower than other text; and Superscript, which makes text smaller and moves it slightly higher than other text.

New TermsDecorative Font Decorative fonts are comprised of highly specialized characters

that are used for decorative purposes.

Font A font is a set of all the characters available in one typeface and size, including uppercase and lowercase letters, punctuation, and numerals.

Monospaced Font Monospaced fonts assign a fixed size to the space for all characters, regardless of their width, and were designed for typewriters. Courier New is a common monospaced font.

Proportionally Spaced Font

Proportionally spaced fonts contain characters of differing widths. Typically, the widest letter is the capital M and the narrowest letter is the lowercase l. Most fonts are proportionally spaced.

Sans Serif Font Sans serif fonts are made up of characters that do not have any finishing strokes. An example of a sans serif font is Arial.

Script Font Script fonts are extremely florid fonts that are used primarily in formal documents.

Serif Font Serif fonts contain characters that have small finishing strokes that tend to lead the eye from character to character. These finishing strokes are called serifs. An example of a serif font is Times New Roman.

Shadow Effect Use the Shadow effect to place a faint shadow behind the selected text.

Subscript

subscriptSubscript is a font effect that formats text slightly lower than other text on a line, as seen in scientific formulas.

Superscriptsuperscript

Superscript is the character effect that formats text slightly higher than other text on a line. An example is an exponent.

Symbol Fonts Symbol fonts contain special characters that are not part of the alphabet. A common example of a symbol font is Wingdings.

Understanding Formatting, Character Effects, and StylesWhat exactly does it mean to change the format of text? Is it different from working with character effects? And what are styles?

Formatting is easy to understand. With formatting, you’re generally talking about the way text looks. You can get more specific, though. Font formats deal with the size and type of text, as well as italicizing, underlining, and bolding. With paragraph formatting, on the other hand, you’re working with the positioning of text. To format a paragraph, you adjust things like the indentation and alignment of the text.

You’ve probably seen a word in all capital letters and most likely have seen numbers in superscript or subscript. These are all examples of character effects, which are also known as font effects. Because they alter the way text appears, character effects can simply be thought of as a special category of formatting.

A style is a formatting tool that stores all of the formatting information about a paragraph or a single character under one name. So when you apply a style, you’re applying a whole set of formats in one quick move.

You can apply styles to text, tables, and lists using the Styles and Formatting Task Pane. The Task Pane can be adjusted to show either the formatting in use, available styles or all styles, or you can use it to create new styles.

There are four types of styles you can create and apply to your text: Character styles store all the formatting for a single character. They can be applied to

one or many characters within a paragraph without affecting the entire paragraph. Paragraph styles are more common than character styles. When you apply a

paragraph style, the characteristics are applied, of course, to the whole paragraph. Table styles provide a consistent format to the borders, shading, fonts, and alignment

in tables. List styles format lists with the same numbering or bullet format, alignment, and fonts.

New TermsAlignment Alignment refers to the position of text in a paragraph in relation

to the document’s left and right margins or indents. Text can be left-aligned, centered, right-aligned, or justified.

Bold Use Bold formatting to make each character in the selected text appear fatter or thicker.

Character Effects Character effects, also known as font effects, alter the way text appears and include strikethrough, superscript, subscript, shadow, outline, and all caps.

Character Style Character styles store all the formatting for a single character. They can be applied to one or many characters within a paragraph without affecting the entire paragraph.

Indentation Indentation is the amount of space measured between the text and the left and right margins. Indentation is normally applied to elements such as paragraphs or bulleted lists.

Italic The italic formatting style makes each character slant slightly to the right. Italics may be used to indicate proper names of titles or for emphasis. Like all formatting characteristics, italics should be used sparingly.

List Style List styles format lists with the same numbering or bullet format, alignment, and fonts.

Paragraph Styles Paragraph styles are more common than Character styles. When you apply a Paragraph style, the characteristics of that style are applied to the entire paragraph.

Style A style is a defined collection of formats that can be applied to text.

Styles And Formatting Task Pane

The Styles and Formatting Task Pane allows you to create new styles, select all text with the same formatting, clear formatting, and reapply formatting.

Table Style Table styles provide a consistent format to the borders, shading, fonts, and alignment in tables.

Underline The underline formatting style adds a thin line under selected text. Underline may be used for emphasis, but like all formatting characteristics, should be used sparingly.

Changing FontsChoosing the right font is an important part of page design. Not only does the choice of font affect the readability of a document, but font types also influence the tone of a document. For

instance, a whimsical font would probably not be an appropriate choice for a contract. Since Microsoft® Word provides many kinds of fonts, finding the right one isn’t difficult.

To Change Fonts1. Click and drag over your text to select it.2. Click the drop-down arrow in the Font List Box on the Formatting toolbar, and click the

font you wish to apply to your text.

New TermsFont Command Use the Font command on the Format menu to open the Font

dialog box and begin to change the style, appearance, size, and color of selected text.

Font Dialog Box The Font dialog box allows you to change the style, appearance, size, and color of selected text.

Font List Box Use the Font list box to apply an installed font to selected text. Use the down-arrow to open a WYSIWIG-formatted list of installed fonts.

Format Menu The Format menu contains commands related to changing the appearance of the document you are working with.

Adjusting Font SizeMicrosoft® Word enables you to change the size of the font in documents. Font sizes are measured in points. The greater the point size, the larger the letters. Typically, text that is meant to be printed and read ranges from 10 to 12 points in size.

To Adjust Font Size1. Click and drag over your text to select it.2. Click the drop-down arrow in the Font Size List Box on the Formatting toolbar, and

click the font size you wish to apply to your text.

New TermsFont Size Font size refers to the point value. The greater the point value, the

greater the font size.

Font Size List Box Use the Font Size list box on the Formatting toolbar to change the size of the selected text. Use the Font Size down-arrow to open a list of preset font sizes.

Select All Command Use the Select All command on the Edit menu to select the entire contents of a document.

Note: True Type fonts are installed automatically and can be scaled to any size. They appear on the screen much as they do printed out.

Applying Text FormattingAny format that ‘adds ink’ to the page will emphasize text, which is why the bold and underline formats are so effective in drawing attention. The italic style also sets off text, but this style actually uses less ink, reduces readability, and so should not be used on large blocks of text.

To Apply Text Formatting1. Click and drag over your text to select it.2. Click either the Bold, Italic, or Underline button on the Formatting toolbar.

New Terms

Bold Button Use the Bold button to apply bold formatting to the selected text to make the text appear fatter or thicker.

Italic Button Use the Italic button to apply italic formatting to selected text.

Underline Button Use the Underline button to apply underline formatting to selected text.

Applying Character EffectsYou can apply special effects to your text that make it stand out. These effects include strikethrough, double strikethrough, superscript, subscript, shadow, emboss, engrave, small caps, all caps, and hidden.

To Apply Character Effects1. Click and drag over your text to select it.2. Click Format, and then click Font.3. Under Effects, select a character effect to apply to your text.

These effects are described below:

New TermsDouble strikethroughDouble strikethrough

Double strikethrough is a font effect that formats text so that a double line crosses through the text.

EmbossEmbossEmboss

Emboss is a font effect that formats text so that it seems to be raised from the page.

ShadowShadowShadow

Shadow is a font effect that casts a faint shadow of the text behind it.

Small CapsSMALL CAPS

Small Caps is a font effect that formats text so that every letter is capitalized, but smaller in size than normal.

StrikethroughStrikethrough

Strikethrough is a font effect that formats text so that a line crosses through the text.

SubscriptSubscript

Subscript is a font effect that formats text slightly lower than other text on a line, as seen in scientific formulas.

SuperscriptSuperscript

Superscript is the character effect that formats text slightly higher than other text on a line. An example is an exponent.

Highlighting TextHighlighting text is an easy way to draw attention to specific information in a document. There are many occasions where highlighting key elements is helpful. For instance, a manager may send out a to-do list to team leaders, and each team leader’s responsibilities could be highlighted a different color.

To Highlight Text1. Click the Highlight button.

The Highlight Pointer appears.2. Click and drag over the text you wish to highlight.

Note: To change the color of the highlight, click the drop-down arrow next to the Highlight button, and click a new color.

New TermsHighlight Button Use the Highlight button to begin applying or removing

highlighting to or from text. Click the down-arrow to change the highlighting color or to remove highlighting color.

Highlight Pointer The mouse pointer changes to a highlight pointer when you may apply or remove highlighting from text. This pointer is activated or deactivated by clicking the Highlight button.

Using Styles for Quick FormattingIt may seem tricky to keep track of all your different styles within a document, but Word provides a Styles and Formatting Task Pane to facilitate effective use of formatting. Styles can be stored here to use in multiple documents. With this Task Pane open, you may see the formats currently used in your document, apply styles already created, or create new styles.

To Use Styles for Quick Formatting1. Click and drag over your text to select it.2. Click Format, and then click Styles and Formatting.3. Under Pick formatting to apply, click a formatting option.

Note: To modify a style, right-click the style under Pick formatting to apply, click Modify Style, and select the options you want in the Modify Style dialog box.

Note: If the formatting option you want doesn’t appear under Pick formatting to apply, click New Style, and create a new formatting option in the New Style dialog box.

Formatting ParagraphsUnderstanding Alignment

While text formatting allows you to change the appearance of your text, paragraph formatting lets you change the position of the text on the page. One aspect of paragraph formatting is alignment. Alignment deals with the position of text in a paragraph in relation to the document’s left and right margins. Paragraphs can be left-aligned, centered, right-aligned, or justified.

Different types of documents call for different styles of paragraph alignment. An informal letter would probably look fine with left alignment. This means that the left margin of the text is smooth, and the right margin is “ragged,” or not lined up. By default, text you enter is left-aligned.

Right alignment is just the opposite of left alignment. Text is aligned with the right margin while the left is “ragged.” When you justify text, the text lines up with both the left and right margins. You often see this type of alignment in magazines and newspapers because it makes columns of text easier to read. Finally, centered text is centered horizontally between the margins.

Note: Not only can alignment be applied to paragraphs, but you can also apply it to entire documents as well.

New TermsCenter Alignment With center alignment, each line of the paragraph is centered

between the left and right margins.

Justified Alignment Justified alignment aligns text along both the left and the right margins or indents.

Left Alignment With left alignment, the left side of the text is aligned with the left margin or indent, and the right side is ragged. Left alignment is the default for text.

Right Alignment With right alignment, the right side of the text is aligned with the right margin or indent, and the left side is ragged.

Aligning TextWhen aligning text, you don’t have to select all of the text first. Since alignment is a paragraph format, all you need to do is click somewhere within the paragraph you want to align and click the alignment button you need.

To Align Text1. Click and drag over your text to select it.

orClick anywhere within the paragraph you want to align.

2. Click an alignment button on the toolbar.

New TermsAlign Left Button Use the Align Left button to align selected text with the left

margin or indent while keeping the right side ragged.

Align Right Button Use the Align Right button to align selected text with the right margin or indent while keeping the left side ragged.

Center Button Use the Center button to center selected text between the left and right margins or indents.

Justify Button Use the Justify button to align selected text with both the left and right margins or indents.

Applying BordersBorders can add interest and emphasis to various parts of your document. You can add borders to pages, text, tables and table cells, graphic objects, pictures, and Web frames.

To Apply a Border1. Click and drag over your text to select it.2. Click the Tables and Borders button.

The Tables and Borders toolbar opens.3. Click the Outside Border button to place a border around the selected text.

Note: To change the color of the border, click the Border Color button. To change the line weight, click the drop-down arrow in the Line Weight list box. To change the line style, click the drop-down arrow in the Line Style list box.

New TermsLine Style List Box Use the Line Style down-arrow on the Line Style list box to open

a drop-down list of available line styles.

Line Weight List Box Use the Line Weight down-arrow on the Line Weight list box to open a drop-down list of available line weights, or thicknesses. Line thickness is measured in point size.

Outside Border Button Use the Outside Border button to apply or remove a border around a selected paragraph, table cell, frame, or graphic.

Tables And Borders Button

Use the Tables and Borders button to open the Tables and Borders toolbar where you can add borders to a paragraph, table cell, graphic, or frame.

Tables and Borders Toolbar

Use the Tables and Borders toolbar to change table and border elements, such as how text should be aligned, the color of the border, the thickness of the borders, and the fill color of the cells.

Adding ShadingLike borders, shading can add interest to your document. You can apply shading to a single paragraph or to a large block of text.

To Add Shading1. Click and drag over your text to select it.2. Click Format, click Borders and Shading, and click the Shading tab.3. Click a color in the Fill field, and click OK.

Note: To change the tint or pattern of the shading, click the drop-down arrow in the Style field under Patterns.

New TermsBorders And Shading Dialog Box

The Borders and Shading dialog box allows you to apply different types of borders, shading, and color to selected text.

Shading Tab The Shading tab on the Borders and Shading dialog box contains the Shading Color palette and previews what each color looks like.

Shading Color Palette The Shading Color palette displays all the colors that can be applied to a table, elements within the table, or other selected area.

Understanding Shortcut MenusUsing shortcut menus in Word is a quick way to access options for a specific item. A shortcut menu is a list of context-sensitive commands that appears when you right-click an object. The contents of a shortcut menu vary depending on the item you are accessing.

You can right-click anything from text, tables, graphics, and misspelled or unrecognized words to display shortcut menus that contain different options for the action you want to take.

Right-clicking a misspelled word opens a shortcut menu with a list of alternative words so you can choose a replacement. If you are working with a graphic, right-clicking the graphic opens a shortcut menu with options that you can use to apply editing or formatting changes.

Shortcut menus can save you some time once you get to know what tools can be accessed from them. Take some time to analyze your options; it’ll be worth your while.

Note: You can select an item and press [SHIFT + F10] to open its shortcut menu.

Inserting BulletsPlacing information in a bulleted list sets it apart from the rest of the text and allows readers to quickly access important facts. Unlike numbered lists, bulleted lists do not imply a sequence or order.

Bullets come in a variety of styles. You can choose the style that best suits your document from the Bullets and Numbering dialog box. Or, to quickly insert bullets, just click the Bullets button on the toolbar. The last style used will be applied to your list. This button can also be used to undo any bulleting already applied to a selected list or item.

To Insert a Bulleted List from the Format Menu1. Click to place an insertion point in your text where you want the first bullet to appear.2. Click Format, and then click Bullets and Numbering.

The Bullets and Numbering dialog box opens.3. Click the Bulleted tab.4. If the bullet option you want appears in this dialog box, click it, and then click OK.

orIf the bullet option you want does not appear in this dialog box, click Customize, and then click Character or Picture to select a bullet option.

New TermsBullet A bullet is a special character or symbol that is used to offset text.

Typically, bulleted items appear in a list and consist of the bullet symbol and indenting to set the bullet apart from the text.

Bulleted Tab The Bulleted tab in the Bullets and Numbering dialog box is where you can select the style of bullets to apply to selected text.

Bullets And Numbering Dialog Box

The Bullets and Numbering dialog box allows you to begin applying various styles of bullets or a numbering system to a selected area.

Bullets Button Use the Bullets button to apply bullets to selected text or to undo previous bulleting applied.

Applying Automatic NumberingPlacing information in a numbered list makes it stand out from the surrounding text and puts it in an orderly sequence. You can customize the style of a numbered list in various ways using the Format menu, or you can insert a numbered list using the Numbering button, which applies the most recently used style to your numbered list.

To Insert a Numbered List from the Format Menu1. Click to place an insertion point in your text where you want the first number to appear.2. Click Format, and then click Bullets and Numbering.

The Bullets and Numbering dialog box opens.3. Click the Numbered tab.4. If the numbering option you want appears in this dialog box, click it, and then click OK.

orIf the numbering option you want does not appear in this dialog box, click Customize, and then choose the options you want in the Customize Numbered List dialog box.

New TermsAutomatic Numbering Automatic numbering refers to the application of sequential

numbers to items in a list. When text is added or deleted from a series of numbered items, the items will renumber automatically.

Numbered Tab Use the Numbered tab in the Bullets and Numbering dialog box to change the way automatic numbering appears in a numbered list.

Numbering Button Use the Numbering button to apply numbers to selected text.

Using the Paragraph Dialog BoxThere are many different occasions in which you’ll need to format paragraphs in order to change the position of text on the page. You might want to experiment with how near your paragraphs lie to the margin, or you might want to increase the line spacing of a report. Microsoft® Word lets you change the indentation and line spacing of one or multiple paragraphs.

Word also offers a variety of indentation options on the Indents and Spacing tab of the Paragraph dialog box.

Using the Increase Indent and Decrease Indent buttons, you can change the indentation of a paragraph. To increase the indentation means to shift the text to the right, and to decrease the indentation means to shift the text to the left.

Since it’s important that text is easy to read, you may want to use different spacing options, which are also found on the Indents and Spacing tab. You can set spacing before and after paragraphs or experiment with a variety of line spacing options, such as 1½-spaced or double-spaced lines.

New Terms

Decrease Indent Button Use the Decrease Indent button to indent selected paragraphs to the previous tab stop.

Increase Indent Button Use the Increase Indent button to indent selected paragraphs to the next tab stop.

Indentation Indentation is the amount of space measured between the text and the left and right margins. Indentation is normally applied to elements such as paragraphs or bulleted lists.

Indents And Spacing Tab

The Indents and Spacing tab in the Paragraph dialog box allows you to modify settings such as the alignment, indentation, and line spacing of paragraphs.

Line Spacing Line spacing is the amount of vertical space that can be adjusted between lines of text.

Margins Margins are the areas that border the printed portion of a page along its top, sides, and bottom.

Paragraph Dialog Box The Paragraph dialog box allows you to set options for indents, spacing, alignment, and page and line breaks.

Revealing Non-printing Characters and Text BoundariesYou can use the Show/Hide button to reveal your document’s non-printing characters, which will let you see exactly where your paragraphs end and how many spaces you have between words. You can also reveal the text boundaries, which are helpful when you’re working with margins and indentation.

New TermsNon-printing Characters

Non-printing characters are those elements that can be seen in the document area of the screen, but are not printed, such as paragraph marks, tabs, and spaces.

Show/Hide Button Use the Show/Hide button to toggle between showing and hiding non-printing characters such as paragraph marks, spaces, and page and section breaks.

Text Boundaries Text boundaries are the dotted lines around page margins, text columns, and other objects.

Text Boundaries Check Box

Select the Text boundaries check box on the View tab of the Options dialog box to show dotted lines around page margins, text columns, and other objects.

Toolbar Options Button Use the Toolbar Options button on any Office toolbar to display buttons that are not currently shown on the toolbar. When you click one of the buttons, it moves onto the toolbar. The double-arrow on the Toolbar Options button disappears when the Toolbar Options list is empty.

Toolbar Options List The Toolbar Options list offers additional buttons that can be moved to a toolbar. It serves as an overflow area for buttons.

View Tab The View tab in the Options dialog box is where adjustments to the application’s screen can be made.

Setting Left and Right IndentsWord enables you to set the left and right indents of your text using the Paragraph command in

the Format menu.

To Set Left and Right Indents1. Click Format, and then click Paragraph.

The Paragraph dialog box opens.2. Click the Indents and Spacing tab.3. Under Indentation, type in or use the arrows to select the appropriate amount of

indentation.

New TermsParagraph Command Use the Paragraph command on the Format menu to open the

Paragraph dialog box, where you can set options for indents, spacing, alignment, and page and line breaks.

Adding Hanging and First-Line IndentsYou can create a hanging indent in which the second and subsequent lines of a paragraph are indented more than the first line. Common uses for the hanging indent are bulleted and numbered lists.

To Add a Hanging Indent1. Click and drag over your text to select it.

orClick anywhere within the paragraph in which you want to create a hanging indent.

2. Click Format, and then click Paragraph.The Paragraph dialog box opens.

3. Click the Indents and Spacing tab.4. Under Indentation, select Hanging from the Special drop-down box.5. Select the appropriate amount of indentation in the By field.

You also can create a first-line indent in which the first line of a paragraph is indented more than the subsequent lines.

To Add a First-Line Indent1. Click and drag over your text to select it.

orClick anywhere within the paragraph in which you want to create a first-line indent.

2. Click Format, and then click Paragraph.The Paragraph dialog box opens.

3. Click the Indents and Spacing tab.4. Under Indentation, select First line from the Special drop-down box.5. Select the appropriate amount of indentation in the By field.

New TermsFirst Line Indent A first line indent will only indent the first line of a paragraph.

Hanging Indent A hanging indent indents all but the first line of a paragraph.

Setting Line SpacingWord enables you to adjust the spacing before and after paragraphs of text and the spacing between lines within paragraphs using the Paragraph command in the Format menu.

To Set Spacing before and after Paragraphs1. Click and drag over your text to select it.

orClick anywhere within the paragraph for which you want to set before and after spacing.

2. Click Format, and then click Paragraph.The Paragraph dialog box opens.

3. Click the Indents and Spacing tab.4. Under Spacing, type in or use the arrows to select the appropriate spacing in the Before

and After fields.

To Set Spacing between Lines in a Paragraph1. Click and drag over your text to select it.

orClick anywhere within the paragraph for which you want to set the spacing between lines.

2. Click Format, and then click Paragraph.The Paragraph dialog box opens.

3. Click the Indents and Spacing tab.4. Under Spacing, click the drop-down arrow in the Line Spacing field to choose the

appropriate amount of space to place between each line.

New TermsLine Spacing Line spacing is the amount of space between lines in a paragraph

Paragraph Spacing Paragraph spacing is the amount of space that can be adjusted before and after a selected paragraph.

Modifying

You can adjust the spacing between selected characters using the Font command in the Format menu.

To Modify Character Spacing1. Click and drag over your text to select it.2. Click Format, and then click Font.3. Click the Character Spacing tab.4. In the Spacing field, click the drop-down arrow to select from Normal, Condensed, or

Expanded spacing.

New TermsCharacter Spacing Tab The Character Spacing tab in the Font dialog box lets you set the

scale, spacing, and position of selected characters.

Understanding Tab StopsTab stops make it easy to organize text within a document because they allow you to indent paragraphs quickly and evenly. By default, Microsoft® Word offers five different tab stops and two indent stops, which you can adjust to suit your preferences using the Tab Stop/Indent selector on the horizontal ruler.

You’ll probably use the [TAB] key often to quickly indent text as determined by the tab settings

on the horizontal ruler. Arrange these tab stops to make fast work of aligning text in your document.

New TermsBar Tab Tab Stop Adjust the Bar Tab tab stop to insert a stop that allows you to

align text. A bar runs down the paragraph where the Bar Tab is inserted on the horizontal ruler.

Center Tab Tab Stop Use the Center Tab tab stop to center selected text between the left and right margins using the [TAB] key.

Decimal Tab Tab Stop Adjust the Decimal Tab tab stop to allow numbered text to extend to the left and right of a decimal point at a selected point between the left and right margins.

First Line Indent Tab Stop

Use the First Line Indent tab stop to set how much you would like the first line of text in a paragraph to be indented when you press [TAB].

Hanging Indent Tab Stop

Use the Hanging Indent tab stop to set how much you would like all but the first line of text in a paragraph to be indented when you press [TAB].

Left Tab Tab Stop Adjust the Left Tab tab stop to determine how close or far from the left margin text should be when the [TAB] key is pressed for the first time in a new paragraph.

Right Tab Tab Stop Adjust the Right Tab tab stop to determine how close or far from the right margin text should be when the [TAB] key is pressed for the last time in a new paragraph.

Tab Stop/Indent Selector

The Tab Stop/Indent selector allows you select tab stops and indents for positioning on the horizontal ruler.

Working with TabsTo position text between the left and right margins, consider using tabs. Tab stops allow you to align text precisely. You can change the type of tab stop you are using with the Tab Stop/Indent selector, you can set tab stops in the horizontal ruler, and you can move from stop to stop using the [TAB] key.

To Set Tab Stops1. Click the Tab Stop/Indent selector, located in the upper left-hand corner or the

document window, to choose a tab stop type.2. Click anywhere in the horizontal ruler to place a tab stop.

A tab leader is a dotted, dashed, or solid line that runs along the left of a tab stop. Leaders help guide a reader’s eyes between elements that are far apart on the same line. Tab leaders are also used with tabs to align columns of information or to link items in a header or footer. The following image shows an example of a tab leader:

To Set Tab Leaders1. Click Format, and then click Tabs.2. In the Tab stop position field, type in the location on the horizontal ruler where you

want the tab leader to stop.For example, if you are using 8 ½ X 11” paper and have 1” margins and you want the tab leader to stop at the right margin, type 6.5” in the Tab stop position field.

3. In the Alignment field, select the alignment for the tab leader.4. In the Leader field, select the type of tab leader you want.5. Click Set.

After you have set a tab leader in the Tabs dialog box, you can create the tab leader in your document by pressing the [TAB] button.

New Terms[TAB] Use the [TAB] key to shift text or other elements to the next tab

stop, or to move the insertion point to the next text box.

Horizontal Ruler The horizontal ruler is located beneath the Standard and Formatting toolbars. It can be used to place and show tabs, margins, indents, and cell dimensions.

Tab Leader Tab leaders can be dots, dotted lines, or straight lines that fill in the space used by tabs. Generally, tab leaders are used to lead the eye from one piece of information to another, such as in a table of contents where a chapter name might appear on the left side of the page and the corresponding page number appears on the right side of the page.

Tabs Dialog Box The Tabs dialog box allows you to set or delete tab stops or insert tab leaders.

Working in SectionsUnderstanding Sections

When creating a document, there will be times when you don’t want all parts of the document to look the same. Section breaks allow you to have multiple, defined parts within a document. You can insert a section break manually using the Page Set Up command, or Word may add sections breaks for you when you format a block of text differently within a document. If you have non-printing characters revealed, you’ll see that these section breaks are marked with a dotted line.

Newsletters and long reports with many graphical elements are good examples of documents that may need section breaks.

Note: To reveal formatting marks, click the Show/Hide button or press [CTRL+*].

New TermsContinuous Section Break

Insert a Continuous section break to start a brand new section after the section break on the same page.

Even Page Section Break

Insert an Even page section break to have new sections begin on even-numbered pages.

Next Page Section Break

Insert a Next page section break to have a new section start on a following page.

Odd Page Section Break Insert an Odd page section break to have new sections begin on odd-numbered pages.

Page Setup Command Use the Page Setup command on the File menu to view or change the settings that will affect how the current file will print, such as the page orientation and the size of the margins.

Section Break Section breaks can be used to segment parts of a document so that you can format and lay out each section differently.

Changing MarginsMargins are boundaries on the outside edges of the page that keep text contained. You can use small margins to create as much space as possible for text, or you can use large margins to create white space on the page.

To Change Margins1. Click File, and then click Page Setup.

The Page Setup dialog box opens.2. Click the Margins tab.3. Under Margins, type in or use the arrows to select the appropriate margins in the Top,

Bottom, Left, and Right fields.

New TermsPage Setup Dialog Box The Page Setup dialog box contains options for setting the

margins and layout of your document, as well as the size and source of the paper on which it is printed.

Experimenting with Page OrientationYou can position your page horizontally or vertically in the Page Setup dialog box.

To Change Page Orientation1. Click File, and then click Page Setup.

The Page Setup dialog box opens.2. Under Orientation, click either Portrait or Landscape.

New TermsLandscape Select the Landscape option to print horizontally, with the width

greater than the height, such as 11 x 8½ inches.

Page Orientation Page orientation refers to the direction that a page is positioned for printing. The two orientation choices are Portrait and Landscape.

Portrait Select the Portrait option to print vertically, with the height greater than the width, such as 8½ x 11 inches.

Print Layout Print Layout is a view that lets you view your document as it would appear on a printed page. This is the default view in Word.

Print Preview Print Preview lets you see exactly what your document will look like on the printed page before you print it.

Inserting Page BreaksPage breaks help you manage the flow of information in your document by allowing you to keep text and other elements together to avoid awkward breaks across pages. When you send material to the next page by inserting a page break, it is still part of the section before, so any formatting that you do affects the elements before and after the page break in the same way.

To Insert Page Breaks1. Click to place the cursor where you want to create a page break.

2. Click Insert, and then click Break.The Break dialog box opens.

3. Under Break Types, select Page Break, and then click OK.

New TermsBreak Dialog Box The Break dialog box lets you choose from a variety of breaks

and section breaks that can be inserted into a document.

Page Break Page breaks define where one page ends and the next one begins.

Page Break Option Select the Page break option in the Break dialog box to insert a break at the location of the insertion point.

Inserting ColumnsIn some types of documents, such as newsletters, placing text in columns makes it easier to read because readers don’t have to follow a line of dense text all the way across the page. You can insert columns through the Format menu or by using the Columns button the toolbar.

To Insert Columns from the Format Menu1. Click Format, and then click Columns.

The Columns dialog box opens.

2. Under Preset, click a preset columns option.orIn the Number or Columns field, type in or use the arrows to select the appropriate number of columns.

3. Under Width and Spacing, make any adjustments to the width of your columns or the space between them.

New TermsColumns Button Use the Columns button to open a menu of options that allow you

to change the number of columns applied to selected text or sections.

Columns Command Use the Columns command on the Format menu to change settings for columns, such as indicating the number of columns, adding a line between columns, or changing the width and spacing of columns.

Columns Dialog Box The Columns dialog box allows you to apply and modify newsletter-style columns to selected text or sections. From this dialog box, you can dictate the number and placement of columns, as well as adjust the size of columns and other settings.

Line Between Option Select the Line between option in the Columns dialog box to add a vertical line between two or more text columns.

Inserting Section BreaksThere are several types of section breaks that you can add: Continuous, Next page, Odd page, and Even page. Each type of section break determines where the next section begins after the break. Section breaks allow you to format sections differently for such page setup options as:

margins paper size and orientation paper source page borders

numbering headers and footers

To Insert a Section Break1. Click to place the cursor where you want to create a section break.2. Click Insert, and then click Break.

The Break dialog box opens.3. Under Section Break Types, select the type of section break you want.

New TermsBreak Command Use the Break command on the Insert menu to open the Break

dialog box, which lets you select different break types to insert.

Break Dialog Box The Break dialog box lets you choose from a variety of breaks and section breaks that can be inserted into a document.

Continuous Section Break

Insert a Continuous section break to start a brand new section after the section break on the same page.

Even Page Section Break

Insert Even page section breaks to have new sections begin on even-numbered pages.

Next Page Section Break

Insert a Next page section break to have a new section begin on the following page.

Odd Page Section Break Insert Odd page section breaks to have new sections begin on odd-numbered pages.

Page Break Page breaks define where one page ends and the next one begins.

Section Break Section breaks can be used to segment parts of a document so that you can format and lay out each section differently.

Show/Hide Button Use the Show/Hide button to toggle between showing and hiding non-printing characters such as paragraph marks, spaces, and page and section breaks.

Inserting Different Headers, Footers, and Page Numbers in SectionsTo vary headers and footers within a document, first divide your document appropriately using section breaks. Once sectioned, the Header and Footer toolbar and the Page Setup dialog box allow you to set special options.

To Insert Different Headers and Footers in Each Section1. Click anywhere in the first section of your document.2. Click View, and then click Header and Footer.

The Header and Footer toolbar opens.3. In the Header or Footer field, type in the information you want to appear in the first

section. 4. Scroll down to the first page of the next section of your document, and click anywhere

in the header or footer that you want to change.5. Click the Same as Previous button.

This breaks the connection between the headers and footers in the first and second sections.

6. In the Header or Footer field, type in the information you want to appear in the second section. Click Close.

This method of inserting different headers and footers to sections also will work to insert different page numbers in each section. For example, you may want to use Roman numerals in one section and Arabic numerals in another.

To Insert Different Page Numbers in Each Section1. Click anywhere in the first section of your document.2. Click View, and then click Header and Footer.

The Header and Footer toolbar opens.3. Click in the Header or Footer field to place the cursor where you want the page number

to appear.4. Click the Insert Page Number button in the Header and Footer toolbar.

The number 1 appears as the first page number.5. Scroll down to the second section of your document, and click the header or footer that

contains the page number you want to change.6. Click the Same as Previous button.

This breaks the connection between the page numbers in the first and second sections.7. Click the Format Page Number button in the Header and Footer toolbar.

The Page Number Format dialog box appears.8. Under Page Numbering, click Start at.

The number 1 appears in the Start at field.9. Click OK.

The page numbering of the next section starts over at 1.

Note: To change the format of page numbers, click Format Page Number in the Header and Footer toolbar, and click the drop-down arrow in the Number Format field to choose from a list of number formats.

New TermsField A field is an area in your document where a specific type of data

is entered or calculated.

Footer A footer appears at the bottom of a printed document page and can contain information about the document, such as page numbers or dates.

Format Page Number Button

Use the Format Page Number button on the Header and Footer toolbar to modify the number format and what pages are numbered in the headers and footers.

Header A header appears at the top of a printed document page and can contain information about the document, such as the title or author.

Header And Footer Toolbar

The Header and Footer toolbar gives easy access to the primary tools for editing headers and footers.

Insert Page Number Button

Use the Insert Page Number button to insert a number field into the header or footer that runs serially through your document.

Page Number Format Dialog Box

The Page Number Format dialog box allows you to work with different options to customize page numbers, such as selecting different formats for page numbers or indicating what number you want the page numbers to start with.

Same As Previous Button

Use the Same as Previous button on the Header and Footer toolbar to establish or disconnect a bond between two headers or footers. The bond enables header or footer information to continue across pages.

Show Next Button Use the Show Next button to move the insertion point to the previous header or footer that has a different setup in the file, such as you may have in a sectioned document.

Show Previous Button Use the Show Previous button to move the insertion point to the previous header or footer that has a different setup on file, such as you may have in a sectioned document.

Switch Between Header And Footer Button

Use the Switch Between Header and Footer button to quickly move between the headers and footers to edit each.

Understanding Pagination OptionsPulling Elements Across Pages Word offers many pagination options above and beyond the common tools with which you already may be familiar. Using the Line and Page Breaks tab of the Paragraph dialog box, you can control how elements are pulled across pages in your document.

To Access the Line and Page Breaks Tab of the Paragraph Dialog Box1. Click Format, and then click Paragraph.2. Click the Line and Page Breaks tab.

The following list details each option that you can apply:

Apply the Widow/orphan control, which is selected by default, to prevent widows and orphans in a document. A widow is the last line of a paragraph that is carried over to the top of the next page. An orphan is similar, except this is the first line of a paragraph, and it gets left alone at the bottom of a page while the rest of the paragraph goes on to the next page.

Apply the Keep lines together option when you want selected lines, such as in a paragraph, to stay together.

Apply the Keep with next option when you want selected paragraphs to stay together on one page.

Apply the Page break before option to a paragraph so it always starts on a new page.

Apply the Suppress line number option when you don’t want selected lines to be included in line numbering.

Apply the Don’t hyphenate option to control how words break at the ends of lines.

Working With Pagination OptionsSetting these options is the best way to control the layout of elements across pages. While it may be tempting to simply insert manual character spacing and paragraphs to force text where you want it, this method can be troublesome if you revise your document. In fact, you can even include these options when you create a style so that you can control the flow of text across pages ahead of time. Understanding how these options work will boost your document design skills to new levels.

New TermsDon’t Hyphenate Option (Line And Page Breaks Tab)

Use the Don’t Hyphenate option on the Line and Page Breaks tab when you don’t want words split at the end of a line.

Keep Lines Together Option (Line And Page Breaks Tab)

Use the Keep lines together option on the Line and Page Breaks tab when you want lines in a paragraph to stay together.

Keep With Next Option (Line And Page Breaks Tab)

Use the Keep with next option on the Line and Page Breaks tab when you want selected paragraphs to stay together.

Line and Page Breaks Tab

The Line and Page Breaks tab in the Paragraph dialog box allows you to apply various pagination and other options to selected paragraphs.

Orphan An orphan is the first line of a paragraph that appears alone at the bottom of a page. The rest of the paragraph carries over to the next page.

Page Break Before Option (Line And Page Breaks Tab)

Use the Page break before option on the Line and Page Breaks tab when you want a selected paragraph to always start at the top of the next page.

Suppress Line Numbers Option (Line And Page Breaks Tab)

Use the Suppress line numbers option on the Line and Page Breaks tab when you do not want selected lines to be included in a line count.

Widow A widow is the last line of a paragraph that carries over to the top of the next page and gets separated from the rest of its paragraph.

Widow/Orphan Control Option (Line And Page Breaks Tab)

Use the Widow/orphan control option on the Line and Page Breaks tab to ensure that first and last lines of paragraphs aren’t left alone at the bottoms or tops of pages. By default, this option is already selected.

Applying Line BreaksWhen you press [ENTER] in a document, you are not only starting a new line but also a new paragraph. Entering a line break, or a soft return, is a way of ending a line and starting a new one without creating another paragraph. You can see whether a line ends with a hard return or a line break by revealing non-printing characters.

To Apply a Line Break Press [SHIFT+ENTER].

New Terms[ENTER] Press [ENTER] on the keyboard to perform a hard return and

move the insertion point down one line.

[SHIFT+ENTER] Press [SHIFT+ENTER] to insert a line break at the point of insertion.

Hard Return A hard return ends the current line and begins a new paragraph.

Line Break Add a line break, or soft return, when you want to end a line and start a new one without starting a new paragraph.

Line Break Mark The line break mark signifies a soft return, which ends the line and starts a new one without starting a new paragraph. This mark can only be seen when non-printing characters are revealed.

Paragraph Mark The paragraph mark signifies the end of a paragraph and contains the formatting of the paragraph. The last paragraph mark in the last section also contains the formatting of that section. This mark can only be seen when non-printing characters are revealed.

Working with TablesUnderstanding Tables

Tables allow you to arrange text in a way that makes it much easier to read. It might be helpful to think of a table as a grid that is made up of columns and rows.

The intersection of a column and a row in a table is called a cell. When you insert a table into your document, Microsoft® Word automatically adds a ½-point border to demarcate each cell in the table. If you remove these borders, your cells will still be separated by gridlines.

To view a table’s gridlines, you can select the Show Gridlines command from the Table menu. Likewise, you can use the Hide Gridlines command to hide the gridlines from view.

Tables are much more effective than tabs for aligning information in columns and rows. Tabs become tricky to manage if you want the text to wrap, or if you decide to change your margins or font sizes.

Note: You can format text within a table just as you can format text anywhere else in a document.

New TermsBorder (Table) A border is a line that outlines the outside of a table, as well as its

inner gridlines so that the table’s boundaries are printed.

Cell A cell is the intersection of a column and a row.

Column A column is a vertical division of information within a table.

Gridlines Gridlines are the lines in a table that separate columns and rows. Gridlines in a table do not print unless you have added borders to your table or have selected a table format that prints those lines.

Hide Gridlines Command

The Hide Gridlines command on the Table menu hides from view the gridlines that separate the cells within a table.

Row A row is a horizontal division of information within a table.

Show Gridlines Command

The Show Gridlines command on the Table menu reveals the gridlines that separate the cells within a table.

Table A table is a group of rows and columns used to display and organize numbers and other items for quick analysis.

Inserting TablesThe Table menu offers several commands for inserting and formatting tables in your document.

To Insert a Table1. Click Table, point to Insert, and then click Table.

The Insert Table dialog box opens.2. In the Number of columns and Number of rows fields, type in or use the arrows to select

the appropriate number of columns and rows. Click OK.

New TermsInsert Table Dialog Box The Insert Table dialog box allows you to assign the number of

rows and columns you want your table to have.

Number Of Columns Text Box

The Number of columns text box in the Insert Table dialog box indicates how many vertical columns will be included in the table.

Number Of Rows Text Box

The Number of rows text box in the Insert Table dialog box indicates how many horizontal rows will be included in the table.

Table Command Use the Table command on the Insert submenu to begin creating a table in the current document.

Table Menu The Table menu gives access to a variety of actions that involve tables, such as inserting or formatting tables, and adding or deleting rows and columns in a table.

Deleting Rows from TablesTo delete rows or columns from a table, you can:

use the commands in the Table menu or right-click the row and use the shortcut menu command.

To Delete Rows from the Table Menu1. Click in the left margin next to the row you want to delete to select the row.2. Click Table, point to Delete, and click Rows.

Word deletes the row.

New TermsDelete Submenu The Delete submenu of the Table menu shows the components of

a table that can be deleted.

Deleting Columns from TablesYou can delete a column from a table in much the same way as you would delete a row, either by using the commands in the Table menu or by right-clicking the column and using the shortcut menu command.

To Delete Columns from the Table Menu1. Click the top gridline of the column you wish to delete.

The mouse pointer changes to a select column mouse pointer and then selects the column to be deleted.

2. Click Table, point to Delete, and click Columns.Word deletes the column.

New Terms

Delete Columns Command (Tables Shortcut Menu)

Use the Delete Columns command on the shortcut menu that appears when you right-click a selected column to delete the column.

Select Column Mouse Pointer

The mouse pointer changes into the select column mouse pointer when positioned over the top gridline of a column.

Merging CellsMerging cells in a table allows you to combine multiple cells into a single cell. Cells in a row are often merged for the purpose of adding a title. Cells in columns also can be merged.

To Merge Cells from the Table Menu1. Click in the left margin next to the row you want to merge to select the row.

orClick the top gridline of the column you wish to merge to select the column.

2. Click Table, and then click Merge Cells.The selected cells merge into one cell.

New TermsMerge Cells Command The Merge Cells command on the Table menu allows you to

combine the selected cells of a table into one cell.

Changing Table PropertiesYou can easily change the properties of entire tables or of individual rows, columns, or cells in the Table Properties dialog box.

To Open the Table Properties Dialog Box1. Select the table or part of the table (i.e., row, column, or cell) whose properties you

want to change.2. Click Table, and then click Table Properties.

To Change Table Properties1. Click the Table tab in the Table Properties dialog box.2. Under Size, specify the size of the table.3. Under Alignment, choose whether you want the table to be Left, Center, or Right

aligned.4. Under Text Wrapping, choose between the None or Around options for text wrapping.5. Click Borders and Shading to choose the style and color of the table’s gridlines.6. Click Options to choose cell margins and cell spacing.

To Change Row Properties1. Click the Row tab in the Table Properties dialog box.2. Under Size, specify the height of the row.3. Under Options, select whether or not to allow rows to split across pages and whether or

not to repeat as header row at the top of each page, which designate the selected rows to be a table heading that is repeated on subsequent pages if the table spans more than one page. This option is available only if the selected rows include the top row of the table.

To Change Column Properties1. Click the Column tab in the Table Properties dialog box.2. Under Size, specify the width of the column.

To Change Cell Properties1. Click the Cell tab in the Table Properties dialog box.2. Under Size, specify the width of the cell.3. Under Vertical Alignment, click the Top, Center, or Bottom alignment option.

New Terms

Align Center Option Use the Align Center option in the Cell Alignment list box to center the text vertically and horizontally within the cell.

Border Width List Box Use the Border Width down-arrow in the Border Width list box to open a list of the different widths of borders that can be associated with the table style you’re defining.

Point Size Font sizes, borders, and lines are measured in points. The greater the point size, the bigger the lettering, border, or line.

Shading Color Palette The Shading Color palette displays all the colors that can be applied to a table, elements within the table, or other selected area.

Table Selector Use the table selector located at the intersection of the column and row selectors to select the entire table.

Adding & Linking content from other programsAdding and linking Excel objects

Word provides several ways to insert Microsoft Excel® data into a Word document. For example, you can easily copy and paste a worksheet or chart. Or you can insert the worksheet or chart as a linked object or embedded object. The main differences between linking and embedding are where the data is stored and how it is updated after you place it in the document

A linked worksheet or chart appears in your document, but its information is stored in the original Excel workbook. Whenever you edit the data in Excel, Word can automatically update the worksheet or chart in your document. Linking is useful when you want to include information that is maintained independently, such as data collected by a different department, and when you need to keep that information in Word up-to-date. Because the linked data is stored in another location, linking can also help minimize the file size of your Word document.

With an embedded worksheet, an entire workbook is inserted into your document and you can display only one worksheet at a time. To display a different worksheet, double-click the embedded object, and then click a different worksheet.

To create an embedded object from an existing Microsoft® Excel worksheet or chart:

1. Open Microsoft® Word and open your document, then open your Microsoft® Excel workbook that contains the data you want to create an embedded object from.

2. Switch to Microsoft® Excel by clicking the icon on the task bar.3. Select the entire worksheet, a range of cells, or the chart you want, then click Copy.4. Switch to the Word document by clicking the icon on the task bar.5. Position the cursor where you will insert the embedded object. 6. On the Edit menu, choose Paste special. 7. Select Paste, then choose Microsoft® Excel Worksheet Object or Microsoft® Excel

Chart Object in the As: box. To display the embedded worksheet or chart as an icon, select the Display as icon check box.

To create an embedded object from an entire worksheet:

1. Click Object on the Insert menu. 2. Click the Create from File tab. 3. Click the Browse button to select your file name from its location on your hard drive. 4. Check the Link to file check box. 5. If you want, select or clear the Display as icon check box.

Whether you use the Paste Special command or the Insert Object command to create an embedded Microsoft® Excel object, Word actually inserts the entire workbook into your document. (If you use the Paste Special command, the embedded object displays just the worksheet data you selected. If you use the Insert Object command, the embedded object displays the first page in the workbook.) In either case, you can display only one worksheet in the workbook at a time. To display a different worksheet, double-click the embedded object, and then click a different worksheet.

To create a linked object from an existing Microsoft® Excel worksheet or chart:

1. Open Microsoft® Word and open your document, then open your Microsoft® Excel workbook that contains the data you want to create an embedded object from.

2. Switch to Microsoft® Excel by clicking the icon on the task bar.3. Select the entire worksheet, a range of cells, or the chart you want, then click Copy.4. Switch to the Word document by clicking the icon on the task bar. 5. Position the cursor where you will insert the embedded object. 6. On the Edit menu, click Paste Special. 7. Click Paste link. 8. Click the option you want in the As: box.

If you're not sure which one to choose, click an option and read the description in the Result box.

To display the linked worksheet or chart as an icon:

1. Select the Display as icon check box. 2. If you are linking a range of cells and might later want to include additional rows or

columns of data, first name the range in Microsoft® Excel.3. Then copy the range and paste the link into Word. If you add more data to the range in

Microsoft® Excel, you can redefine the range name to include the additional cells.4. Word automatically adds the new data the next time you update the link.

Create a linked object or embedded object from an existing file:

1. Click in the document where you want to place the linked object or embedded object.2. On the Insert menu, click Object, then the Create from File tab. 3. In the File name field, type the name of the file you want to create a linked object or

embedded object from, or click Browse to select from a list. 4. To create a linked object, select the Link to file check box.

An embedded object is created if you don't select the Link to file check box. 5. To display the linked object or embedded object as an icon, select the Display as icon

check box. Note: You cannot use the Object command on the Insert menu to insert graphics and certain types of files. To insert graphics in Word, use the Picture command (Insert menu).

Create a new embedded Microsoft Excel worksheet or chart:

1. In the Word document, click where you want to insert a new embedded object for a worksheet or chart.

2. On the Insert menu, click Object, then the Create New tab. 3. In the Object type box, click Microsoft® Excel Worksheet or Microsoft® Excel Chart.4. To display the embedded worksheet or chart as an icon, select the Display as icon check

box. 5. Click OK. 6. Create the worksheet or chart.

Note: When you create an embedded Microsoft Excel object, an entire workbook is inserted into your documentt However you can display only one worksheet at a time. To display a different worksheet, double-click the embedded object, and then click a different worksheet.

Create a linked object or embedded object from information in an existing file:

1. Highlight the information you want to create a linked object or embedded object from.2. Click Copy or Cut. 3. Switch to the file you want to place the information in. 4. Click where you want the information to appear. 5. On the Edit menu, click Paste Special. 6. To create a linked object, click Paste link. 7. To create an embedded object, click Paste. 8. In the As box, click the entry with the word object in its name.

For example, if you copied the information from a Word document, click Microsoft Word Document Object.

Note... When you create an embedded object from information in an existing Microsoft Excel workbook, the entire workbook is inserted into your document. The document displays only one worksheet at a time. To display a different worksheet, double click the Microsoft Excel object, and then click a different worksheet.

Linking a PowerPoint PresentationThe Table menu offers several commands for inserting and formatting tables in your document.

To Link a PowerPoint1. Create a presentation in PowerPoint and save it. 2. In Word, place your cursor where you would like to insert the presentation. 3. Select Object from the Insert menu on the menu bar. 4. Click the tab Create From File and check the Link to file box. 5. Browse for the file and click on Ok. 6. To show the presentation from your Word document, double click on it.

Note: Since this is a linked file, any changes you make to the source file will be reflected in the link in your Word document.

To Embed a PowerPoint in a Word document1. In Word, place your cursor where you would like to insert the presentation. 2. Select Object from the Insert menu on the menu bar.

3. Click the tab Create From File and uncheck the Link to file box. 4. Browse for the file and click on Ok. 5. To show the presentation from your Word document, double click on it.

Note: The embedded presentation will be part of your Word document, so any changes will be made directly in that document.

Index

AAlignment, 5, 9 Center, 5, 9, 10, 16, 27 Justified, 5, 9 Left, 9 Right, 9Automatic numbering, 12

BBar tab tab stop, 16Bold, 5, 7Border, 1, 5, 6, 10, 13, 20, 27Border color, 10Border width list box, 27Borders and shading dialog box, 11, 27Break command, 20Break dialog box, 5Bulleted list, 11-13 Customize, 11, 12, 22Bulleted tab, 11, 12, 22Bullets and numbering dialog box, 11, 12

CCell, 25, 26Cell properties, 27Center alignment, 5, 9, 10, 16, 27Center tab tab stop, 16Character effects, 7Character spacing, 16 Condensed, 16 Expanded, 16 Normal, 16Character styles, 5, 6Column, 19, 20, 25, 27Column properties, 27Columns button, 20Columns command, 14, 20, 26Columns dialog box, 19, 20Continuous section break, 18, 20

DDecimal tab tab stop, 16Decorative font, 3, 4Decrease indent button, 13Delete columns command, 26Delete submenu, 26Document Map Pane, 2, 3Don’t hyphenate, 23Double strikethrough, 7

EEmboss, 7, 8Even page section break, 18, 20LLayouts, 1-3Left alignment, 9Left tab tab stop, 17

FField, 22First-line indent, 15First-line indent tab stop, 15Font, 3, 4, 6Font command, 6Font dialog box, 6Font formats, 6Font list box, 6Font size, 6Font size list box, 7Footer, 21, 22Format menu, 6, 11, 12, 19Format page number button, 21, 22 Formatting toolbar, 1Formatting text, 7

HHanging indent, 10, 15Hanging indent tab stop, 16Hard return, 24Header, 21, 22Header and footer toolbar, 22Hide gridlines, 25Highlight, 8Highlight button, 8Highlight pointer, 8Horizontal ruler, 17

IIncrease indent button, 13Indentation, 5, 13Indents and spacing tab, 12, 13Insert page number button, 22Insert table dialog box, 25Italic, 6, 7

JJustified alignment, 9

Patterns, 11Point size, 6, 27Print layout, 19Print preview, 19Proportionally spaced font, 4

KKeep lines together, 23Keep with next, 23

RReading Layout, 1,2Right alignment, 9Right tab tab stop, 17Row, 26, 27