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Word2007

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Repaso para examen, Microsoft Word 2007 conceptos y herramientas.

Repaso para examen, Microsoft Word 2007 conceptos y herramientas.

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  • 1. Start a New File With the exception of Outlook, you can create new files whenever you want to add new data to an Office program. Depending on the program you are working with, you can create different types of new files. When F I LE you create a new file in Word, it is called a document. In Excel, a new file is called a workbook. In Access, it is called a database. In PowerPoint, it is called a presentation, while in Publisher it is called a publication. In Word, Excel, and PowerPoint, you use the New dialog ook ook box to start a new file. In Publisher and Access, you use the workb workb Getting Started screen to start new files. Whenever you start a new file in Office 2007, you can choose to create a blank document, or base the file on a template. Start a New File START A NEW FILE IN WORD, 1 EXCEL, OR POWERPOINT 2 1 Click the Office button. 2 Click the New button. The New dialog box appears. Depending on which Office program you are using, the New dialog box has different names. For example, in 3 Word, it is called the New Document dialog box. 3 Click the type of file that you want to start. 4 Click Create. The new file opens, and you can start adding your own data. 4 20
  • 2. OFFICE FEATURES Working with Files chapter 2 START A NEW FILE IN PUBLISHER OR 1 ACCESS 2 1 Click the Office button. 2 Click the New button. Note: In Publisher, you can click the File menu and then click New. The Welcome screen appears, displaying the Getting Started window. 3 Click the type of file that you want to start. 3 l In Access, you can name the new file here. 4 Click Create. The new file opens, and you can start adding your own data. 4 How do I create a new file based on a Where else can I find more templates to template? use with my Microsoft Office programs? Many Office programs allow you to create a new file Using your Internet connection, you can find from a template. For example, in Word, you can more Office templates on the Microsoft Web choose from letters, faxes, memos, reports, and site. Click the Templates link in the New more. Templates are simply preformatted layouts dialog box or on the Welcome screen to that you can use to create files, substituting your access the site, and download any templates own text for the placeholder text in the template. that you like. By default, Office is set up to You can choose from a library of store your downloaded templates that install with templates in a default folder Office. Simply click the so that you can easily t3 template that you want to access them again using ee rksh Wo apply in the New dialog box the New dialog box or the or on the Welcome screen. Welcome screen. You can also turn an existing file into a template by saving it in the program’s template format. 21
  • 3. Save a File E E FIL FIL You can save your data to reuse it or share it with others. You should also frequently save any file that you are working on in case of a power failure or computer crash. When you save a file, you can give it a unique filename, and store it in a particular folder or drive. Each Office program saves to a default file type. For example, an Excel workbook uses the XLSX file format. If you want to save the file in a format compatible with previous versions of Office, you must save it in the appropriate format, such as Excel 97-2003 Workbook (*.xls) for previous versions of Excel. Save a File 1 Click the Office button. 1 2 Click the Save or Save As button. l For subsequent saves, you can click the Save button ( ) on the Quick Access toolbar to 2 quickly save the file. Note: In Publisher, you can click the File menu and then click Save or Save As. l If you click the arrow on the Save As button, you can view several save options that you can apply. The Save As dialog box appears. 3 Click the Save in to navigate to the folder or 3 drive to which you want to save the file. 4 Click the File name and type a name for the file. l To save the file in another format, click the Save as type and choose a format. 5 Click Save. The Office program saves the file and the new filename appears on the program window’s title 4 bar. 5 22
  • 4. OFFICE FEATURES Open an Existing File Working with Files chapter 2 You can open a file that you previously worked on to continue adding or editing data. Regardless of whether you store a file in a folder on your computer’s hard drive, on a floppy disk, or on a CD, you can easily access files using the Open dialog box. With the exception of Outlook, each Office program automatically lists your most recent files to the right of the File menu or in the Getting Started screen. Open an Existing File 1 Click the Office button. 1 2 Click the Open button. 2 l You can also open a recent file by clicking a filename listed in the Recent Documents list on the Office menu. The Open dialog box appears. 3 3 Click the Look in to navigate to the folder or drive where you stored the file. l You can look for a specific file type 4 using the Files of type . 4 Click the name of the file that you want to open. 5 Click Open. The file opens in the program window. 5 23
  • 5. Close a File You can close a file that you are no longer using without closing the entire program window. LE When you close unnecessary files, FI you free up processing power on your computer. Close a File 1 Click the Office button. 1 2 Click the Close button. 2 The file closes. l In this example, the Excel program window remains open. Note: To learn how to close the program entirely, see Chapter 1. 24
  • 6. OFFICE FEATURES Print a File Working with Files chapter 2 If you have a printer connected to your computer, you can print your Microsoft Office files. You can send a file directly to the printer using the default printer settings, or you can open the Print dialog box and make changes to the printer settings. These settings may vary slightly among Office programs. Print a File 1 Click the Office button. 1 2 Click the Print button. l You can click the arrow on the Print button to display several print options. You can click the Print command to open the Print 2 dialog box. If your Quick Access toolbar displays the Quick Print button, you can click it to print a file without adjusting any printer settings. The Print dialog box appears. l You can choose a printer from the Name drop-down list. l You can print a selection from the file, or specific pages using the available settings. l You can specify a number of copies to print. l You can click here for more printer options. 3 Click OK. The Office program sends the file to the printer for printing. 3 25
  • 7. Cut, Copy, and Paste Data You can use the Cut, Copy, and Paste commands to copy data within a program, or move and share data among Office programs. For example, you might copy a graphic from Word and place it in a PowerPoint slide, or copy data from Excel to display in a Publisher publication. You can also drag and drop data to move and copy it within a file. GLUE The Copy command makes a duplicate of the selected data, while the Cut command removes the data from the original file entirely. When you copy or paste data, the Windows Clipboard stores it until you are ready to paste it into place. Cut, Copy, and Paste Data CUT AND COPY DATA 2 3 1 Select the data that you want to cut or copy. 2 Click the Home tab. 3 Click the Cut button ( ) to move data, or 1 the Copy button ( ) to copy data. Note: You can also use keyboard shortcuts to cut and copy. Press + to cut or + to copy. The data is stored in the Windows Clipboard. 5 4 Click the point where you want to insert the cut or copied data. You can also open another file to which you can copy the data. 5 On the Home tab, click the Paste button. Note: You can also press + to paste data. 4 l The data appears in the new location. 26
  • 8. OFFICE FEATURES Working with Files chapter 2 DRAG AND DROP DATA 1 Select the data that you want to cut or copy. 2 Click and drag the data to a new location. The changes to . To copy the data as you drag it, you can 1 press and hold the key. 2 3 Release the mouse to drop the data in place. The data appears in the new location. 3 When I cut or copy data, an icon appears. Can I cut or copy multiple pieces of data? What is it? Yes. You can cut or copy multiple pieces of data, and The Paste Options smart tag ( ) may appear open the Office Clipboard task pane to paste the when you perform any cut or copy task. Click the data. The Office Clipboard holds up to 24 items. You smart tag to view a drop-down list of related can paste them in whatever order you choose, or options for the task. Click an option from the list to you can opt to paste them all at the same time. To activate the option. If you ignore the tag, it display the task pane, click the Clipboard button in disappears. To turn the feature off, click the Office the Clipboard tools group on button, and then click the Options the Ribbon’s Home tab. The button for the program, such as Word Office Clipboard is just one TE Options if you are using Word. Click PAS of many task panes that are the Advanced tab, and then click available in the Office the Show Paste Options Buttons programs. PASTE check box ( changes to ) under the Cut, Copy, and Paste settings. Click OK to save the new Apply Style settings and exit the dialog box. 27
  • 9. View Multiple Files Gallia es t You can use the Office View tools to divisa in omnis est om Belgica tres, partes Gallia pa display different views of your documents. unam quarum div isa in incolunt qua Belgae, al tr es, You can view multiple files in your Office tani, tert iam Aqui- Britan nia Belgica unam inco ltica aliam programs to compare data or formatting ipsorum iam qui Belgae, rtiam Celtae, lingua tani, te l between files. For example, you might Gallia Galli appe nostra llantur. Celtica ipsorum n Celtae, Narbonens is want to view two open Word documents Hi omne institutis s lingua , Galli ap pe ll es l side by side to check notes, or view two , legibus inter se di egibus Gallia Narbonen sis Hi omn e tis, Aquitanis fferunt. institu ia Aquitan Garumna dif Excel workbooks to compare similar data. Matrona et Sequan m flumen, a di e inter se umna nium fort You can choose to view files horizontally issimi sunt vidit. anis Gar ana quod a cu Belgae, ab Aquit qu ltu atque Gallos a et Se humani- Matron issimi su nt or vertically. inciae lo ngissime a Belgis n ium fort u atque ad eos m er absunt, Ho rum om ac ult atque ea qu catores saepe ea quod issime ae ad effe propter e long ator o os pertin minan- ovincia c ent impo tate pr e ad eos mer When working with a particularly long document, you sunt Ger manis, qu rtant, minimeq u que ea q uae ad ef colunt, qu i trans eant at ent im can choose to view different portions of the same ib um gerunt uscum conti- comm imos pertin is, q . dos an e sunt German u document by splitting it into two scrollable panes. ximiqu quibusc View Multiple Files 1 Open two or more files. 2 Click the View tab. 2 3 Click Arrange All. 3 Note: In Excel, the Arrange Windows dialog box opens, and you can select how you want to display multiple files. l The files appear stacked. l You can click the Close button ( ) to close a file. 28
  • 10. OFFICE FEATURES Working with Files chapter 2 l You can click the View Side by Side button on the View menu to view the two open files vertically. l You can click here to scroll both documents at the same time. l You can click the Split button to split a single document into two scrollable panes. Note: To return the page to a full document again, click the Remove Split button. What does the Switch Windows How do I redisplay full windows button do? again? If you open two or more documents, you If you use the Arrange All command to can click the Switch Windows button on display several open documents at once, the View tab, and then click the document you can click the Maximize button ( )in that you want to view. The Switch the upper-right corner of a document pane Windows button displays a menu to open the document to its full that lists every open Word window size again. Each open document. You can use this document has a set of window feature to quickly display the controls — Minimize ( ), document that you want to Maximize ( ), and Close edit. In previous versions of ON ( ) — to control the Word, the list of open files individual document window. OF OF OF OF OF appeared in the Window menu. F 29
  • 11. Create an HTML File You can turn your Microsoft Office files into HTML documents that you can post on the Web. When you activate the Save As Web page command, you create a Web page file that contains all of the necessary HTML coding for it to be read by Web browsers. Create an HTML File 1 Click the Office button. 1 2 Click Save As. Note: In Publisher, you can click File and then click the Convert to Web Publication command to convert a publication to an HTML page. 2 The Save As dialog box appears. 3 3 Navigate to the folder where you want to save the file. 4 Type a name for the file. 5 Click the Save as type and click Web Page (*.htm; *.html). 6 Click Change Title. 4 Note: The Save As dialog box only displays the Web page 5 options when you activate the Save as Web Page command. 6 30
  • 12. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 l The Set Page Title dialog box appears. 7 Type a title. 8 Click OK. 9 Click Save. 7 8 9 l The file is saved as a Web page. What does the Publish button do? Can I assign a password to a workbook? If you are turning an Excel worksheet or Yes. You can assign a password from the Save As PowerPoint slide into a Web page, and you are dialog box. Simply click the Tools button and click ready to publish the Web page to a server, you General Options. This opens the General Options can click Publish in the Save As dialog box to dialog box. Type a password for the file and click open the Publish as Web Page dialog box. You OK. Then retype the same password again to can then use the Publish as Web Page dialog verify it. When you save the file, the password is box to add spreadsheet functionality to the page saved along with the workbook. and designate a server path You can also use the General t3 shee 2 Work sheet 1 e et rkshee Work heet Works ork and filename. When you Options dialog box to add a OOK activate the Publish password that allows other WORKB command, Office users who know the publishes the page password the opportunity and opens it in your .html to change the file. default browser to display the information. 31
  • 13. Add a Hyperlink You can insert hyperlinks into your files that open a Web page when a user clicks them. When linking to a Web page, you must New Document - Word Review View designate a Uniform Resource Mailings Quick Parts Insert Page Layout References Hyperlink Header Word Art Equation Home Footer Symbol Cover Page Bookmark Drop Cap # Page Number Symbols Blank Page Table Picture Clip A t Chart Art Cross-reference Header & Footer Text Page Break Links Tables Illustrations Pages Shapes Locator, or URL. This is the by Chip Wiley unique address that identifies the Favorite web site indyca r.com - Windo http://w ws Inte rnet Ex Web page. in ww.indy dycar.c om car.com plorer Window INDY s Live SCHED ULE | NEWS CAR Page | STA TS | DRIVE RS | TECH .COM Tools  | MULTI You can also use hyperlinks to link to other MEDIA | 101 | PAD DOCK | STO RE | FAN CLU B files on your computer. You must designate the address or path of the page that you want to link to when you add links to a file. Add a Hyperlink 1 Select the text or image that you want 2 to use as a hyperlink. 3 2 Click the Insert tab on the Ribbon. 3 Click Hyperlink. Note: In Word, click the Links button and then click 1 Hyperlink. Note: In Publisher, click the Insert Hyperlink button ( ) on the Standard toolbar. The Insert Hyperlink dialog box appears. 4 Click the type of document to which you want to link. 5 Select the page or type the address, or URL, of the page to which you want to link. l To browse the Internet to look for the page, you can click the Web Search 4 button ( ) and open your default browser window. 5 6 Click OK. 5 6 32
  • 14. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 The hyperlink is created. 7 To test the link, press and hold the mouse button on the link for a moment and then release. The changes to on the link. 7 The default Web browser opens and displays the designated page. l You can click to close the browser window. How do I edit a link? How do I remove a hyperlink? To change a link, such as editing the Web page You can right-click a link and click Remove URL, you can open the Edit Hyperlink dialog box Hyperlink from the shortcut menu. The and make any necessary changes. Right-click the associated link is removed and the original text link and click Edit Hyperlink from the shortcut or image remains. To remove a hyperlink from menu. The Edit Hyperlink dialog the Edit Hyperlink dialog box, you can box appears. You can use the click Remove Link. dialog box to change the hyperlink text and address, or the type of page that you want to use in the link. .html .html 33
  • 15. Draw AutoShapes You can use AutoShapes to draw your own shapes and graphics for your documents, worksheets, slides, and publications. You can choose from a large library of predrawn shapes in the AutoShapes palette. Once you draw a shape, the Format tab displays the Drawing tools that you can use to format the shape, including tools for controlling the color and line thickness. AutoShapes is just one of several features that you can find on the Insert tab on the Ribbon in Word, Excel, and PowerPoint. You can also use AutoShapes in Publisher. Graphics tools are not available in Outlook or Access. Draw AutoShapes 1 Click the Insert tab on the Ribbon. 1 2 2 In the Illustrations group, click Shapes. Note: In Publisher, you can click the AutoShapes tool ( ) on the Objects toolbar to draw shapes. The full Shapes palette displays. 3 Click the shape that you want to draw. The changes to . 3 34
  • 16. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 4 Click and drag in the work area to draw the desired shape. 4 l When you release the mouse, the program completes the shape. Note: You can move and resize the object or edit it with the Drawing toolbar buttons. See the “Move and Resize an Object” task to learn more. l You can use these Shape Styles controls to define the fill color, line thickness, and color of the shape. Note: You can right-click a shape and click Format AutoShape to open the Format AutoShape dialog box. How do I add text to an AutoShape? How do I remove an AutoShape? To add text to a shape, you can click the Edit Text You can easily delete any AutoShape object that button on the Format tab that appears on the you add to a document. Simply click the shape to Ribbon when you select the shape. After you type select it, and then press . You can also your text, you can format it with the delete objects using the Cut command, found on formatting tools found on the Home the Home tab of the Ribbon. tab of the Ribbon. When you activate the Edit Text tool, the AutoShape converts to a text box object. 35
  • 17. Insert Clip Art You can add interest to your Hom Office files by inserting clip art e Inse rt New images. Clip art is simply Shap es Co Page L Blanver Page ayout R Page k Pag efere Doc um predrawn artwork. Word, Excel, Page s Brea e k T a Tableble P nces Mail ings s PowerPoint, and Publisher install ic ture C Illust lip Art ratio Char ns with the Office clip art collection. In addition, you can look for more clip art on the Web using the Clip Art task pane. Insert Clip Art 1 Click where you want to add clip art. 2 3 You can also move the clip art to a different location after you insert the art. 2 Click the Insert tab. 3 In the Illustrations group, click Clip 1 Art. The Clip Art task pane opens. 4 5 4 To search for a particular category of clip art, type a keyword or phrase here. l To search in a particular collection, you can click the Search in and click a collection. l You can also search for clip art on the Office Web site by clicking this link. 5 Click Go. 36
  • 18. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 The Clip Art task pane displays any matches for the keyword or phrase that you typed. l You can use the scroll bar to move through the list of matches. l To view information about a clip art image, you can move over the image. 6 6 To add a clip art image, click the image. l The clip art is inserted. l The Picture tools appear on the Format tab. You can resize or move the clip art. Note: See the “Move and Resize an Object” task, later in this chapter, to learn more. To deselect the clip art, you can click anywhere else in the work area. l You can click to close the pane. How do I search for a particular How do I find details about the type of clip art, such as a photo clip art? or sound file? To find out more about the clip art’s To search for a particular type of properties in the Clip Art task pane, media, click the Results should be move the over the image, . The drop-down menu displays click the , and then click a list of different media types. Preview/Properties. You can select or deselect This opens the Preview/ which types to include in Properties dialog box, your search. If you leave where you can learn the All media types more about the file size, check box selected ( ), filename, file type, its you can search for a creation date, and more. match among all of the available media formats. PROPERTIES 37
  • 19. View Clip Art with the Clip Organizer S BIRD You can use the Microsoft Clip Organizer to view clip art collections on your computer. You can also insert clip art from the Organizer window and place it in your Office file. The Clip Organizer does exactly as its name implies — it organizes clip art images and entire clip art collections to suit the way you work. For example, you might place all of the clip art related to your company newsletter in one collection. View Clip Art with the Clip Organizer 1 Display the Clip Art task pane. 1 Note: See the previous task to learn how to open this pane. 2 Click Organize clips. The Microsoft Clip Organizer window 2 opens. 3 Click the Collection List button if the list is not already displayed. 3 4 Click a collection to expand the collection list. 4 5 Click a category. 5 If some categories include subcategories, you can click a category to expand the list. l The Clip Organizer displays thumbnails of available clip art. 38
  • 20. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 l You can use these buttons to change how clip art displays in the window: Thumbnails ( ), List ( ) or Details ( ). l To view information about a clip art image, you can move over the image. To add a clip art image to the current document, you can drag the clip art to your work area. l You can click the Search button to display 6 settings for conducting a search for clip art on your computer. 6 When you finish viewing the clip art, click . The Microsoft Clip Organizer window closes. How do I download clip art from the Can I copy clip art from one collection to Web? another? You can click the Clip art on Office Online Yes. You can copy clip art from one collection link at the bottom of the Clip Art task pane to and paste it into another collection using the open your default Web browser to the Office Microsoft Clip Organizer. Simply click the clip Web site. From there, you can click a clip art art that you want to copy, and category and locate the art that you want to then use the Copy ( ) and download. Simply select the Paste ( ) buttons on the TE images that you want to Microsoft Clip Organizer’s PAS download, click the toolbar to copy and paste Download link, and the clip art. follow the instructions. 39
  • 21. Insert a Picture You can illustrate your Office files with images that you store on your computer. For example, if you have a photo or graphic file from another program that relates to your Excel data, you can insert it onto the worksheet. If you have a company logo, then you can insert it onto a Word document. Image or picture files, also called objects in Office, come in a variety of file formats, such as GIF, JPEG or JPG, and PNG. After you insert an image, you can resize and reposition it, as well as perform other types of edits on the image. Insert a Picture 1 Click the area where you want to add 2 a picture. 3 You can also move the image to a different location after inserting it onto the page. 1 2 Click the Insert tab. 3 In the Illustrations group, click Picture. Note: In Publisher, click the Picture Frame button ( ) on the Objects toolbar. The Insert Picture dialog box appears. 4 4 Navigate to the folder or drive containing the image file that you want to use. l To browse for a particular file type, you can click the Files of type and choose a file format. 40
  • 22. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 5 Click the filename. 6 Click Insert. 5 6 l The picture is added to the file. l The Picture tools appear on the Format tab. You may need to resize or reposition the picture to fit the space. Note: See the “Move and Resize an Object” task to learn more. To remove a picture that you no longer want, you can click the picture and press . If I am sharing my file with others, can I I made changes to my picture, and now I do compress the pictures to save space? not like the effect. How do I return the Yes. You can take advantage of the new picture to the original settings? compression features available in Office 2007 to You can click the Reset Picture button, located in compress image files that you add to any the Picture Tools group on the Format tab, to document. Simply select the picture and display the restore a picture to its original state. This command Format tab on the Ribbon. In the Picture Tools removes any edits that you applied to the image. group of commands, click the Activating this command does not restore the Compress Pictures button. This original size of the image. opens the Compress Pictures dialog box. Click the Options button to open the Compression Settings dialog box, and fine-tune any settings that you want to apply. Click OK, and then click OK again to compress the pictures. 41
  • 23. Add a Picture Border You can quickly add a border to any picture or clip art image using the Picture tools. You can choose a border color from among the many theme and standard color selections. You can also assign a line weight to the border to make thin or thick borders. Add a Picture Border 1 Double-click the picture that you want to edit. 2 The Format tab appears on the Ribbon 3 with the Picture tools displayed. 2 In the Picture Styles group, click the 1 Picture Border button. 3 Click a border color. l To set a line thickness for the border, click Weight and click a thickness. l The new border is assigned to the picture. l To use a preset border, you can choose from among the Picture styles. Note: To set a border in Publisher, click the Line/Border Style button ( ) on the Picture toolbar. 42
  • 24. OFFICE FEATURES Add a Picture Effect Office Internet and Graphics Tools 3 chapter You can use the new Picture Effect tool to assign unique and interesting special effects to your pictures and clip art graphics. For example, you can make the edges of an image seem to glow, P or create a mirrored reflection I effect. C T Keep in mind that the Picture Effects tool is U not available in Publisher. R E Add a Picture Effect 1 Double-click the picture that you want to edit. 2 The Format tab appears on the Ribbon with the Picture tools displayed. 2 In the Picture Styles group, click the 3 Picture Effects button. 3 Click an effect category. 1 4 Click an effect style. As you drag over each effect in the menu, the picture displays what the 4 effect looks like when you apply it. l The new effect is assigned to the picture. Note: To cancel any picture effect, display the Picture Effect menu again and the style that you applied, and then select the No option at the top of the category palette to undo the effect. 43
  • 25. Insert a WordArt Object You can use the WordArt feature to turn text into interesting graphic objects to use in your Office files. For example, you can create arched text to appear over a range of data in Excel, or vertical text to appear next to a paragraph in Word. You can create text graphics that bend and twist, or display a subtle shading of color. In Word, the WordArt feature works the same as in previous versions of Office. In PowerPoint and Excel, the feature works a bit differently, as shown in this task. Insert a WordArt Object 1 Click the area where you want to add 2 a WordArt object. 3 You can also move the WordArt object to a different location after inserting it onto the page. 2 Click the Insert tab. 4 3 In the Text group, click WordArt. 4 Click a Quick Style. Note: In Word, the WordArt Gallery menu appears, and 1 you can choose a style in the same way as in previous versions of Office. Note: In Publisher, click the Insert WordArt button ( ) on the Objects toolbar. l The WordArt text box appears. 5 Select the text and replace it with your own text. 5 44
  • 26. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 6 Click the Text Effects button. 7 Click Transform. 6 8 Click a transform style. 7 8 l The WordArt object is transformed. You can resize or move the image. l You can click here to change the text style. l You can click these options to change the fill color and text color. Note: See the next task, “Move and Resize an Object,” to learn more. How do I edit my WordArt text? How do I remove a WordArt object? To edit the WordArt text, simply click the To remove the object entirely, click the WordArt text box and select the text that WordArt text box, and then press . you want to change. When you type your In Excel and PowerPoint, you can also changes, the object immediately remove the WordArt style, and still keep reflects the new text. To edit the text. To do so, click the WordArt text the appearance of the box, click Quick Styles on the WordArt object, use the Format tab, and then click WordArt Styles tools, Clear WordArt. located on the Format Ar t menu on the Ribbon. Word 45
  • 27. Move and Resize an Object You can move and resize any clip art, image, or shape that you place in a file. Clip art, images, and shapes are also called objects in Office. When you select an object, it is surrounded by handles that you can use to resize it. Worksh eet 3 Move and Resize an Object MOVE AN OBJECT 1 Click the object that you want to move. 2 The changes to . 1 2 Drag the object to a new location on the worksheet. l As soon as you release the mouse, the object moves to the new location. Note: When moving the object to fit with text, you may need to adjust the object’s text wrapping settings. See the “Control Text Wrapping” task to learn more. 46
  • 28. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 RESIZE AN OBJECT 1 Click the object that you want to resize. The changes to . 1 2 Drag a selection handle to resize the object. 2 l As soon as you release the mouse, the object is resized. Can I also use the Cut, Copy, and Paste Can I resize an object and keep the commands to move or copy an object? scaling proportional? Yes. You can easily cut, copy, and paste Yes. To maintain an object’s height-to-width objects around your Office files. Simply select ratio when resizing, press and hold an object and then apply the commands. You while dragging a resizing corner handle. To can find the commands on the resize from the center of the object in two Home tab on the Ribbon in dimensions at the Word, Excel, and PowerPoint. same time, press and In Publisher, you can click hold while , , or on the dragging a corner Standard toolbar, or you TE PAS handle. can click the Edit menu to apply the commands. 47
  • 29. Rotate and Flip Objects You can rotate and flip objects that you place on your documents, worksheets, slides, or publications to change the appearance of the objects. For example, you might flip a clip art image to face another direction, or rotate an arrow object to point elsewhere on the page. Rotate and Flip Objects ROTATE AN OBJECT 1 Click the object that you want to 2 rotate. l A rotation handle appears on the 1 selected object. 2 Click and drag the handle to rotate the object. The changes to . l When you release the mouse, the object rotates. Note: You can also use the Rotate button on the Format tab on the Ribbon to rotate an object 90 degrees left or right. 48
  • 30. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 FLIP AN OBJECT 1 Click the object that you want to flip. 2 2 Click the Rotate button on the Format tab. 3 3 Click Flip Vertical or Flip Horizontal. Note: In Publisher, you can click the Arrange menu to find the Rotate and Flip commands. 1 l The object flips. How do I rotate text? Is there a way to constrain how much The easiest way to rotate text is to create a rotation occurs when I drag the rotation WordArt object to rotate. You can learn how handle? to create a WordArt object in the “Insert a Yes. To constrain the rotation to 15-degree WordArt Object” task, earlier in this angles, press and hold while rotating chapter. After you create the the object using the rotation handle. You can WordArt, you can rotate it also choose to rotate the object in 90-degree using the steps shown in increments by clicking the Rotate this task. You can also button on the Format tab, and choose from several then choosing the Rotate preset vertical text styles Right 90° or Rotate among the WordArt Left 90° command. styles. E OF ROTATI RE EG ON DE 49
  • 31. Crop a Picture You can crop a picture that you add to any Office file to create a better fit or to focus on an important area of the image. The Crop tool, located on the Format tab, can help you crop out parts of the image that you do not need. You can also crop clip art pictures. Crop a Picture 1 Double-click the image that you want to edit. 2 The Format tab opens and displays the Picture tools. 2 Click the Crop button. Note: In Publisher, click the Crop button ( ) on the Picture toolbar to crop a picture. 1 l Crop handles surround the image. 3 Move the mouse over a crop handle. 3 50
  • 32. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 The changes to . 4 Click and drag a crop handle to crop out an area of the image. 4 l When you release the mouse button, the image is cropped. 5 You can continue cropping other edges of 5 the image. Note: See the “Move and Resize an Object” task, earlier in this chapter, to learn how to resize an image. How can I reduce the overall file size of an How can I return the image to its original image that I use in an Office file? state before cropping? Image files are notorious for consuming large You can click the Reset Picture button in the amounts of file space, and when you insert a large Format Picture dialog box to reset the image to the image into a document or worksheet, it adds to the size it appeared when you first inserted it onto your size of the file. You can use the Compress Pictures worksheet. Any cropping or other tool on the Ribbon’s Format tab to reduce the edits that you made to the resolution of an image or to image are discarded. Click discard extra information from the Size button, which is cropping the image. Click the located in the bottom Compress Pictures button to open right corner of the Size the Compress Pictures dialog box, command group on the and then click the Options button to Ribbon. The Size dialog open the Compression settings box appears. Click the dialog box, which offers several Reset button on the Size options to help you to control the tab to resize the image. overall file size of an image. 51
  • 33. Add Shadow and 3-D Effects You can add shadow and 3-D effects to your AutoShapes, lines, arrows, and any other shapes that you create. You can also add shadow and 3-D effects to clip art and picture objects that you insert into a document. Adding shadow and 3-D effects can give an object the illusion of depth on the page. Add Shadow and 3-D Effects ADD A SHADOW 1 Select the object to which you want to 2 add shadow effects. 3 2 Click the Shape Effects button on the Format tab. Note: In Word, you can click the Shadow Effects tool to 1 display a palette of preset shadow styles. 3 Click Shadow. 4 Click a shadow style. Note: In Publisher, click the Shadow Style button ( ) on the Formatting toolbar to apply a shadow effect. 4 The shadow is applied to the object. l This example applies a perspective shadow. 52
  • 34. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 ADD A 3-D EFFECT 1 Select the object to which you want to add 2 a 3-D effect. 2 Click the Shape Effects button on the Format tab. Note: In Word, you can click the 3-D Effects tool to display 1 4 a palette of preset 3-D styles. 3 3 Click 3-D Rotation. 4 Click a 3-D style. Note: In Publisher, you can click the 3-D Style button ( ) on the Formatting toolbar to apply a 3-D effect. l The 3-D effect is applied to the object. Note: You can also find preset 3-D bevel effects listed in the Preset category on the Shape Effects palette. Is there a way to fine-tune a shadow Can I edit the way in which my 3-D effect is effect? applied to a shape? Yes. You can click the More Shadows link, at Just like the shadow effect, you can fine-tune the the bottom of the Shadow palette in the Shape 3-D effect using the 3-D Format category in the Effects or Picture Effects menu, to access the Format dialog box. Click the Shape Effects or Format dialog box. Click the Shadow category in Picture Effects button on the the dialog box to find options to adjust the Format tab, click 3-D shadow effect. These options include several Rotation, and then click settings for changing the angle and More 3-D Settings. The distance of the shadow effect. dialog box includes a The dialog box also includes a category for adjusting the button for changing the color rotation settings and the in startling of the shadow effect. You can 3-D format. experiment with the options to create just the right shadow for your object. 53
  • 35. Arrange Objects You can control the placement of objects, such as AutoShapes, in your document to create different kinds of effects. For example, you might layer two shapes on top of each other to create a logo, or you might group several shapes together in order to move them around the document more easily. Arrange Objects CHANGE OBJECT ORDER 1 Double-click the object that you want 2 to adjust. 3 l Handles appear around the selected object. 2 Depending on how you want to 1 arrange the objects, click the Bring to Front or Send to Back button on the Format tab. 3 Click a placement. The object moves forward or backward in the layer order. l In this example, the heart shape now appears behind the banner. 54
  • 36. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 GROUP OBJECTS 1 Click the first object that you want to 3 4 include in a group. l Handles appear around the selected object. 2 Press and hold and click the next 2 object that you want to include in the group. You can continue clicking other objects to add to the group. 1 3 Click the Group button on the Format tab. 4 Click Group. l The objects are grouped as one unit. l A single set of handles replaces the multiple selection handles around the entire group. How do I align shapes? Is there another way to select and You can use the Align controls in the Format group multiple objects? tab of the Ribbon to align and distribute shapes Yes. If you have several objects scattered evenly on the page. For example, you might around a page, you can drag a selection want to line up three shapes on the left side of handle around them to create a group. a document. To do so, select the Simply click and drag across the first shape, and then press page to include each object and hold while in the selection rectangle. selecting the additional When you release the shapes that you want to mouse button after align. Next, click the dragging across the GROUP Align button on the objects, the objects are Format tab and click an automatically grouped for alignment. The shapes align you. immediately. 55
  • 37. Control Text Wrapping You can control the way in which your document’s text wraps around any object that you place on a page. For example, you might want the text to wrap tightly around a clip art graphic, or to make the text appear to overlap a shape. Control Text Wrapping 1 Click the object that you want to wrap. 2 Click the Text Wrapping button on 2 the Format tab. 3 3 Click a wrap style. 1 The wrap style is applied. l This example wraps the text squarely around the clip art object. Note: Text wrapping is not available in PowerPoint. 56
  • 38. OFFICE FEATURES Recolor a Picture Office Internet and Graphics Tools 3 chapter You can use the Recolor command to quickly recolor a clip art object or a picture. For example, you might want to choose a color that matches the other elements in your document. You can choose from several preset color modes, in light and dark variations. Recolor a Picture 1 Double-click the clip art or picture that you want to edit. 2 2 Click the Recolor button on the Format tab. 3 Click a color style. 3 1 l The new color setting is applied. 57
  • 39. Add SmartArt You can use the SmartArt feature to create all kinds of diagrams to ord Equation t-W Quick Par ts illustrate concepts and processes. New D ocumen ngs Re view Maili View Hyperlin k Header Footer ber Word Art Drop Cap Text Symbol Symbols nces Bookmark ce # Page Num er Refere For example, you might insert an PageLayout art Cross-refe c Links ren Header & Foot ? X artArt Graphi Insert ge Art Ch Clip A Home Cover Pa ge Picture ustrations ChPageBrse aTaSm ank Pa Table Ill organizational diagram in a Bl oos eak bles Page Shapes document to show the hierarchy in your company, or you might use a cycle diagram to show workflow in your department. Add SmartArt 1 Click the Insert tab. 1 2 Click the SmartArt button. 2 The Choose a SmartArt Graphic dialog box appears. 3 Click a category. 4 Click a chart style. 3 5 Click OK. 4 5 58
  • 40. OFFICE FEATURES Office Internet and Graphics Tools chapter 3 The diagram and placeholder text boxes appear, along with the Text pane. 6 Click in a text box, or click in the Text pane, and type the text for the item. l You can change the layout here. 6 6 7 Continue typing text in each diagram text box. l To add another text box and element to the diagram, click the Add Shape button. l To change the shape style, click another shape from the SmartArt Styles group. 7 Can I resize my diagram? Can I change a shape’s position or Yes. The diagram is an object that you can move shape in the diagram? and resize just like other objects in the Yes. To change the position, click the shape Microsoft Office programs. To move or resize a element in the diagram, and then click the diagram, see the “Move and Resize an Object” Promote or Demote button in the Create task. You can also use the control Graphic group on the Design on the Diagram toolbar to tab. To change the shape to change the sizing of the a new shape, first click the diagram layout, such as shape to select it, then click fitting the diagram to the the Format tab and click contents or expanding the the Change Shape button chart. Click Layout on in the Shape Styles group. the Diagram toolbar to view your options. 59
  • 41. part II Part II: Word You can use Word to tackle any project involving text, such as correspondence, reports, and more. Word’s versatile formatting features allow you to enhance your text ord Equation documents with ease, and add nt - W Quick Par ts ocume Symbol New D ngs Re view es Maili ferenc View Hyperli nk Bookmark ce Header Footer ber # Page Num er Word Art Drop Cap Text Symbols additional elements such as yout Re Header & Foot tables or headers and footers. ren Page La Cross-refe art Links Insert ge Ar Ch pAt Cover Pa ge ture Cli Home e Pic Illustrations Blank Paeak Tabl es Page Br Tabl Shapes Pages Word offers a variety of editing tools to help you make your ? X document look its best. In this part, you learn how to build and format Word documents and tap into Word’s many tools to preview, proofread, and print your documents.
  • 42. Chapter 4: Adding Text......................................62 Chapter 5: Formatting Text ..............................78 Chapter 6: Working with Tables....................102 Chatper 7: Adding Extra Touches ................116 Chapter 8: Reviewing and Printing Documents ....................................132
  • 43. Change Word’s Views As you work with Word, you can choose several ways to view your documents. Home Insert New Document - Word Page Layout References Mailings Review For example, you can use the Zoom tool View Cover Page Hyperlink Blank Page Header Quick Parts Bookmark Footer Word Art Equation Page Break Table Picture Clip Art Chart Cross-reference # Page Number Drop Cap Symbol Shapes Pages Tables Illustrations Links Header & Footer Text Symbols to control the magnification of your document. You can also choose from five different layout views: Print Layout, Outline, Web Layout, Full Insert Page Layout New Document - Word View References Mailings Review Hyperlink Header Footer Quick Parts Word Art Drop Cap Symbols Equation Symbol Symbols Sym Symb Screen Reading Layout, and Draft. Home Bookmark # Page Number Cover Page Chart Cross-reference Header & Footer H d F Text Blank Page Table Picture Clip A t Art ks Links Page Break Tables Illustrations g Pages Pag Pages T bles Shap Shapes Print Layout view shows margins, headers, and footers. Outline view shows the outline levels in a document. Web Layout view displays a Web page preview of your document. Full Screen Reading Layout view optimizes your document for easier reading. Draft view shows a draft version of your document. Change Word’s Views USE THE ZOOM TOOL 1 Drag the Zoom button on the Zoom bar. l You can also click a magnification button to zoom in or out. 1 l Word applies the magnification to the document. 62
  • 44. Add Basic Formatting ord Equation nt - W ts rts Quick Par ocume Symbol View Word Art New D lings Review Hyperli nk Header eader ad Footer F Drop Capp Symbols ym ai Text fere nces M Bookma nce rk ber b # Page Numter yo Re y ut R ayout Cross-ref ere Head & Foo H der Page La You can use Word’s basic Home Insert ge Cover Pa ge Pa Blank eak Ta es ble Pi cture Illustr Art Ch Clip A ations art Links formatting commands — Bold, Page Br Tabl nt Pages cume Italic, and Underline — to quickly Shapes M y Do g mattin – add formatting to your text. These ic for underline ’s bas Word , italic, and ur text. three formatting styles are the a n use b o l d y o ost You c nds – ing to are the m a rmatt s e most common ways to change the comm kly add fo ting style ppearanc ic at a to qu hree form hange the appearance of text in a document. t These n ways to c o comm ext. t of the Add Basic Formatting 1 Select the text that you want to format. 2 Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 3 Click a formatting button. 3 You can click Bold ( ) to make text bold. You can click Italic ( ) to italicize text. 1 You can click Underline ( ) to add an underline to text. Word applies the formatting to the text. l This example applies bold formatting to the text. l To undo basic formatting, simply click the appropriate button again to toggle the formatting off, or click the Undo button ( ) on the Quick Access toolbar. You can use keyboard shortcuts to quickly apply formatting. Press + to apply bold formatting, press + to apply italics, or press + to apply underlining. 78
  • 45. WORD Use the Mini Toolbar Formatting Text chapter 5 Word’s new mini toolbar feature 20 A New gives you quick access to common Times m A ab formatting commands. The mini I lebration io toolbar appears faintly when you B e li le c Hi Lina! g to have a litt our family join it ly i select text in a document. If you We’re goin a nd y on’t you want to use the toolbar, you can this Friday...W nd fun at 7:30? activate its tools. If you prefer inner a not to use the toolbar, you can us for d continue working, and the there! toolbar disappears. See you amour Louise L Use the Mini Toolbar 1 Select the text that you want to format. Note: See Chapter 4 to learn how to select text. l The mini toolbar appears faintly. You can also right-click over the 1 selected text to display the toolbar. 2 Move the mouse pointer over the toolbar and click the tool that you want to activate. l Word immediately applies the formatting. 2 79
  • 46. Change the Font New Do Home cume nt - W # Insert Page Layo ord ut Referenc es Mailings You can change the font to alter Shapes Cover Page Blank Page Page Brea Pages k Table Tables Picture Review Clip Art A Chart View Hyperlink Bookmark Header Footer Quick Parts the appearance of text in a Illustration Cross-referen Word Art s ce Page Number Equation Drop Cap Links Header & Footer Symbol Text Symbols document. For example, you Documnt1 ment1 e en Docum might change the font of the title of your document. By default, Word 2007 applies Calibri to every new document that you create. You can change the font by using the Font tool. Change the Font QUICKLY CHANGE THE FONT 2 3 1 Select the text that you want to format. Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 3 Click the Font . 1 4 Click a font. Note: With Word’s Live Preview feature on, you can immediately preview any font in the list by moving 4 over it. l Word applies the font to the text. 80
  • 47. WORD Formatting Text 5 chapter USE THE FONT DIALOG BOX 2 1 Select the text that you want to format. 3 Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 3 Click the Font Dialog button ( ). 1 The Font dialog box appears. 4 4 Click the font that you want to apply. You can also use this dialog box to change the font style and size, and to apply other text effects. 5 5 Click OK. l Word applies the font change. Can I change the default font and size that Word always applies to new documents? Yes. To change the default font and size, follow these steps: 2 2 1 Display the Font A confirmation prompt appears. dialog box as shown in this task. 4 Click Yes. 2 Click the font and 5 Click OK. font size that you want to set as defaults. The next time that you create 3 5 a new document, Word applies 3 Click Default. the default font and size that you specified. 4 81
  • 48. Change the Font Size You can change the font size to chang alter the appearance of text in a chan e f g document. For example, you can c h a n e f ont s increase the title text to appear chan ge ont ize larger than the other text in your c h a n g e fon size ch ge ts document. Font sizes are measured c h aa n g e font ize e fon siz ng in points. By default, Word applies a 11-point font size to every new fon t si e document that you create. You can t s ze change the font size to suit your i ze document needs. Change the Font Size QUICKLY CHANGE THE FONT SIZE 2 3 1 Select the text that you want to format. Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 3 Click the Font Size . 4 1 4 Click a size. Word applies the font size to the text. l This example applies a 36-point font size to the text. 82
  • 49. WORD Formatting Text chapter 5 USE THE FONT DIALOG BOX 2 1 Select the text that you want to format. Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 3 3 Click the Font Dialog button ( ). 1 The Font dialog box appears. 4 Click the font size that you want to apply. l You can use the scroll arrows to view the various sizes. You can also type a size directly into the 4 Size text box. l You can also use this dialog box to change the font style and size, and to apply other text effects. 5 Click OK. 5 l Word applies the font size. How do I apply superscript or subscript Is there another way to change my font text? sizes? You can apply superscript and subscript text for Yes. You can click the Grow Font and reference numbers or scientific coding. Shrink Font buttons ( and Superscript text appears smaller and slightly ) on the Home tab above the baseline, while subscript text to quickly change the font appears smaller and slightly size. Word increases or SCRIPT below the baseline. To decreases the font size with apply superscript or super each click of the button. You subscript text, simply can also find these buttons click the Superscript on the mini toolbar when or Subscript buttons you move the mouse pointer ( and ) on the over selected text or right-click Home tab of the Ribbon. the text. sub 83
  • 50. Add Color to Text You can add color to your Word text to enhance the appearance of a document or to add emphasis to your text. When selecting text colors, you should avoid choosing colors that make your text difficult to read. Text Add Color to Text 1 Select the text that you want to 2 format. 3 Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 4 3 Click the Font Color . 4 Click a color. 1 Word applies the color to the text. l This example applies brown to the text. 84
  • 51. WORD Align Text Formatting Text chapter 5 New Document - Word You can use Word’s alignment Home Insert Page Layout References Mailings Review Cover Page Blank Page View Hyperlink Bookmark Header Footer Quick Parts Word Art Equation Page Break Table Picture Clip Art Chart commands to change how text is Shapes Pages Tables Illustrations Cross-reference Links # Page Number Header & Footer Drop Cap Text Symbol Symbols positioned horizontally on a page. By default, Word assigns the Left Align command. You can also choose to center your text on a page, align it to the right side of the page, or justify it so that it lines up at both the left and right margins of the page. Align Text 1 Select the text that you want to format. 2 2 Click the Home tab on the Ribbon. 3 Click an alignment button. Click the Align Left button ( ) to left- 3 align text. Click the Center button ( ) to center text. Click the Align Right button ( ) to right-align text. 1 Click the Justify button ( ) to justify text between the left and right margins. Word applies the alignment to the text. l This example centers the text on the document page. 85
  • 52. Set Line Spacing You can adjust the amount of spacing that appears between lines of text in your paragraphs. For example, you may need to set double-spacing to allow for handwritten edits in your printed document, or set 1.5 spacing to make the paragraphs easier to me Home ns Insert Ins New Document - Word Page Layout References Mailings Review View Cover Page read. By default, Word assigns Shape Sh Shapes Blank Page Page Break Table Picture Clip A Chart Pages Tables Art Illustrations Hyperlink Bookmark Links s ence rence ere erence Cross-reference H Header Footer # Page Numberr g Header & Footerr Head F d Quick Parts Word Art Drop Cap Text Equation Symbol Symbols single spacing for all new documents that you create. L i ne 1 Li n e 1 Li L i ne L i ne 2 2 Set Line Spacing 1 Select the text that you want to format. 3 2 Click the Home tab on the Ribbon. 2 4 3 Click the Line Spacing button ( ). 4 Click a line spacing option. 1 Word immediately applies the new spacing. l This example applies 1.5 line spacing. l To control the spacing that surrounds a paragraph, you can use the Before and After options in the Paragraph dialog box. Click the Paragraph Dialog button ( ) to display the dialog box. 86
  • 53. WORD Set Character Spacing Formatting Text chapter 5 New Document - Word You can control the spacing Home Shapes Insert Page Layout References Mailings Review Cover Page Blank Page Page Break Table Picture Clip A Chart Tables Art View Hyperlink Bookmark Cross-reference Header Footer # Page Number Quick Parts Word Art Drop Cap Equation Symbol Pages Illustrations Symbols that occurs between characters Links Header & Footer Text in your text. For example, you may want the title text of your document to appear stretched out across the top of the page, Spacing or you may need to condense the spacing to make the title text fit on one line. Set Character Spacing 1 Select the text that you want to format. 2 Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 3 Click the Font Dialog button ( ). 3 1 The Font dialog box appears. 4 Click the Character Spacing tab. 4 5 Click the Spacing . 6 6 Click a spacing option. l To decrease or increase the spacing, you 5 can click . l You can see a preview of the spacing here. 7 Click OK. 7 Word applies the formatting to your text. 87
  • 54. Apply Color Shading You can add color shading behind text to create emphasis or to set U the text apart from the rest of the document. Word’s Shading feature er allows you to choose from a palette of complimentary theme colors for your document, or you can choose from standard colors. Apply Color Shading 1 Select the text that you want to 2 format. 3 4 2 Click the Home tab on the Ribbon. 3 Click the Shading button ( ). 4 Click a color. 1 l Word immediately applies the shading behind the selected text. 88
  • 55. WORD Highlight Text Formatting Text chapter5 You can use Word’s Highlight tool to add highlighting to text be sacred in a document. For example, if We hold th ese truths to self-evidret en a you share a document with ble; that all men others, you can highlight a and undenia endant, that sentence or paragraph that you created e qual & indep add to the page to draw attention n ey l creatiotorth to the new addition. You might m e en t equa froey arthadowed by their Crt & inalien- ea herenhts, rive rig unalin th also highlight text that you want deith certainhts ienable Rare the preser- ig w w hichLife, Liberty a colleague to check. When you able, amongthese are rty, & the apply highlighting, you can o the , & libe H vation anfdlife pursuit of s.appine ss. specify a highlight color. appines pursuit of h Highlight Text 1 Click the Home tab on the Ribbon. 1 2 Click the Text Highlight Color button 2 3 ( ). 3 Click a color. 4 Click and drag over the text that you want to highlight. 4 l Word applies the color highlighting to the text. l To undo highlighting, you can select the text, click the Text Highlight Color button ( ), and then click No Color for the highlight color. 89
  • 56. Copy Formatting g You can use the Format Painter attin Form feature to copy formatting to Copy other text in your document. For example, you may have applied a variety of formatting to a paragraph to create a certain look. When you want to re-create the same look elsewhere in the document, you do not have to repeat the same steps that you applied to assign the original formatting. Instead, you can “paint” the formatting to the other text in one swift action. Copy Formatting 1 Select the text that contains the 2 formatting that you want to copy. 3 Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 1 3 Click the Format Painter button ( ). 4 Click and drag over the text to which you want to apply the same formatting. 1 l Word immediately copies the formatting to the new text. l To copy the same formatting multiple times, you can double-click . You can press to cancel the Format Painter feature at any time. 90
  • 57. WORD Clear Formatting Formatting Text 5 chapter You can use Word’s Clear Formatting command to remove any formatting that is applied to the document text. When you apply the Clear Formatting command, Word removes any formatting that is applied to the text, and restores the default settings. Clear Formatting 1 Select the text containing the formatting 2 that you want to remove. Note: See Chapter 4 to learn how to select text. 2 Click the Home tab on the Ribbon. 3 3 Click the Clear Formatting button ( ). 1 l Word immediately removes the formatting and restores the default settings. 91
  • 58. Indent Text New Document - Word Home Insert Page Layout References Mailings Review View Cover Page Hyperlink Header Quick Parts Equation Blank Page Bookmark #Footer Word Art Symbol Drop Cap Page Break Table Picture Clip Art Chart Cross-reference Header &Number Page Footer Text Symbols Shapes Pages Tables Illustrations Links You can use indents as another use indents way to control the horizontal Y You can You can use indents to positioning of text in a as another wayntal document. Indents are simply c ontrol horizo positioning of enxt te margins that affect individual m t. in your docu lines of text or paragraphs. You can use indents to distinguish paragraphs on a page. Indent Text SET QUICK INDENTS 2 1 Click anywhere in the text line or paragraph where you want to indent. 2 Click the Home tab on the Ribbon. 3 3 Click an indent button. You can click the Decrease Indent button ( ) to decrease the indentation. You can click the Increase Indent button ( ) to increase the 1 indentation. l Word applies the indent change. 92
  • 59. WORD Formatting Text chapter 5 SET PRECISE INDENTS 2 1 Click anywhere in the text line or paragraph where you want to indent. 2 Click the Home tab on the Ribbon. 3 Click the Paragraph Dialog button ( ). 3 1 The Paragraph dialog box appears. 4 Type a specific indentation in the Left or Right indent text boxes. l You can also click to set an indent measurement. 4 l To set a specific kind of indent, you can click the Special and then click an indent. l The Preview area shows a sample of the indent. 5 Click OK. 5 Word applies the indent to the text. What is the difference between an Can I set indents using the Word ruler? indent and a tab? Yes. You can drag the indent marker You can use tabs to create columnar text ( ) on the ruler bar to across a page, while quickly set an indent. If the indents control where a ruler is not displayed, move paragraph or line of text over the top of the work starts in relation to the area and pause. The ruler margins. However, you opens and displays can press to quickly markers for changing the create an indent for a left indent, right indent, line of text or for the first first-line indent, and line of a paragraph. By hanging indent. You can default, pressing move over the marker indents the text by 0.5 to identify the correct inches. marker. 93
  • 60. Create Bulleted or Numbered Lists You can set off lists of information h Lunc m in your documents by using bullets 11:30a To Do List ! s or numbers. A bulleted list adds bullet dots in front of each list 1. Groceries item, while a numbered list adds milk meat eggs bread numbers in front of each list item. Bulleted and numbered lists can 2. Errands help you keep your information pick up glasses better organized. dry cleaning 3. Call Backs Gina Insurance Co. Create Bulleted or Numbered Lists SET QUICK LISTS 2 1 Select the text that you want to format. 2 Click the Home tab on the Ribbon. 3 3 Click a list button. You can click the Bullets button ( ) to create a bulleted list. 1 You can click the Numbering button ( ) to create a numbered list. You can click the Multilevel button ( ) to create a multi-level list. Word applies the formatting to the list. l This example shows a bulleted list. To add more text to the list, you can click at the end of the line and press ; Word immediately starts a new line in the list with a bullet or number. l To turn off a bulleted or numbered list, you can press twice after the last item in the list, or click the Bullets ( ) or Numbering ( ) button. 96
  • 61. WORD Formatting Text chapter5 CHANGE BULLET OR NUMBER STYLES 2 1 Select the text that you want to format. 3 2 Click the Home tab on the Ribbon. 3 Click either the Bullets or Numbering . 4 4 Click a style. 1 l Word applies the new style. Can I customize a style? Yes. You can create a customized style or control the positioning of bullets and numbers. Follow these steps: 1 Click the Bullets or Numbering and then click Define New Bullet 2 or Define New Number Format. The Define New Bullet or Define New Number Format dialog box appears. 2 Set any options for the format and position of the bullets or numbers. 3 Click OK to close the dialog box. 3 Word applies the customized style. 97
  • 62. Set Margins You can control the margins of your document pages. By default, Word assigns a 1-inch margin at the top and bottom of a page, and a 1.25-inch margin on the It’s a 50th left and right sides of a page in Birthday every new document that you Celebration ! create. You can set wider margins honoring Louise , 2 pm to fit more text on a page, or set August 25th smaller margins to fit less text on room. in the Break a page. Set Margins SET MARGINS USING PAGE LAYOUT 1 TOOLS 2 1 Click the Page Layout tab on the Ribbon. 3 2 Click the Margins button. 3 Click a margin setting. l You can click Custom Margins to create customized margins for a document. l Word applies the new settings. 98
  • 63. WORD Formatting Text chapter 5 SET MARGINS USING THE RULER 1 Move over the top edge of the work area and pause to display the ruler. The changes to . 2 2 Click and drag a margin area to move a 1 margin. l Word immediately adjusts the margin in the document. How do I set new default margins for all I set new margins, but my printer did not of my Word documents? follow them. Why not? If your company or organization consistently Use caution when setting margins that are too uses the same margins, you can choose those wide. Some printers have a minimum margin in settings as the default for every new document which nothing can be printed. For example, with that you open in Word. Click the Margins many printers, anything less than 0.25 inches is button on the Page Layout tab outside the printable area. Be sure and click the Custom to test the margins, or check Margins option. This your printer documentation for opens the Page Setup more information. dialog box. Set the new margins using the options in the Margins tab, and then click Default. 99
  • 64. Format with Styles You can use Word’s styles to apply a collection of formatting specifications all at the same time. For example, if a corporate report requires specific ets s formatting for every heading, you can Bull Bor der le s assign the formatting to a style and Sty apply it whenever you need it. This GLUE can save you time that you would otherwise spend assigning multiple formatting settings over and over again. Word comes with a collection of preset styles that you can use. You can also customize the styles, as well as create your own new styles. Format with Styles APPLY A QUICK STYLE 2 1 Select the text that you want to format. 2 Click the Home tab on the Ribbon. 3 Click a style from the Styles list. 3 1 l You can click the More button ( ) to see the full palette of available styles. Word applies the style. l This example applies the Title style. l You can click the Change Styles button to customize the style set, colors, or fonts. 100
  • 65. WORD Formatting Text chapter 5 CREATE A NEW QUICK STYLE 2 1 Format the text as desired and then select the text. 2 Click the Home tab on the Ribbon. 3 Click the More button ( ) in the Styles 4 group. 1 4 Click Save Selection as a New Quick Style. The Create New Style from Formatting dialog box appears. 5 Type a name for the style. 5 6 Click OK. Word adds the style to the list of Quick 6 Styles. How do I remove a style that How do I customize an existing style? I no longer need? Apply a style to your text and then leave the text From the Home tab, display the full Quick Styles selected. Click the Change Styles button on the palette and right-click over Home tab, and then click the type of change that the style that you want to !! you want to make. For example, if iem iem remove. Click the p eD eD you want to switch fonts, click rp Car Ca ! ! Remove from Quick IEM em the Fonts option and Style Gallery ED ! Di RP M I E pe then select another font. CA command. Word ED rr CARP e diem! RP ap If you want to change removes the style CA C style colors, click the immediately from the Colors option and then Quick Styles list. select another color set. 101
  • 66. Insert a Table You can use tables to present data in an organized fashion. For example, you can add a table to your document to display a list of items or a roster of classes. Tables are built with columns and rows that intersect to form cells. You can insert all types of data in table cells, including text and graphics. After you create a table, you can use to move from one cell to another, or you can click self: e to le Not dd tab in the cell in which you want to add or edit A data. As you type data, Word wraps the text to fit the current cell size. Insert a Table 1 Click in the document where you want 2 to insert a table. 3 2 Click the Insert tab on the Ribbon. 3 Click the Table button. 4 4 Drag across the number of columns and rows that you want to set for your table. l Word previews the table as you drag over cells. l Word adds the table to the document. 5 Click inside a cell and type your data. 5 102
  • 67. WORD Insert a Quick Table Working with Tables 6 chapter 3 2 4 Li Lithium 6.941 1 Be Beryllium 9.012182 2 2 Word installs with a selection of 11 Na 2 8 1 12 Be Beryllium 2 8 2 9.012182 preset tables that you can use in Sodium 22.989770 20 2 19 2 8 Ca 8 8 your documents. For example, you K Potassium 8 1 Calcium 40.078 2 2 39.0983 38 8 can insert a tabular-list style table, 37 2 8 Sr 18 8 Rb m Strontiu 2 18 87.62 8 2 complete with subheadings, or a Rubidi 85.46 78 um 8 1 2 56 Ba m 8 18 18 8 2 Bariu 55 18 double table. Cs 7 18 137.32 2 8 8 88 18 Ra 1 ium 32 Cess0545 2 18 8 9 8 132. ium 2 32 R ad) 87 18 (226 Fr 8 1 m nciu Fra ) (223 Insert a Quick Table 1 Click the Insert tab on the Ribbon. 1 2 2 Click the Table button. 3 Click Quick Tables. l You can use the scroll bar to scroll through the available tables. 4 Click the table that you want to insert. 3 4 l Word adds the table to the document. You can click inside a cell and replace the data with your own text. 103
  • 68. Draw a Table You can create a customized table by drawing the table size and controlling how the rows and columns appear in your table. Using the Table and Borders toolbar buttons, you can customize the line style, line thickness, and line color of the borders that you draw for your table cells. Draw a Table 1 Click the Insert tab on the Ribbon. 1 2 2 Click the Table button. 3 Click Draw Table. 4 Drag across the document to draw an outside border for your table. 3 4 5 Drag an internal line to delineate a row or column in your table. 6 Continue adding inner lines to build your table cells. 5 l You can click inside a cell and type your table data. l When you select the table, you can use 6 the Design and Layout tabs to format and edit your table. Note: You can find more drawing tools on the Design tab that appears after you create a table. 104
  • 69. WORD Adjust the Column Width or Row Height Working with Tables 6 chapter After you create a table, you can control the sizing of the inner cells by adjusting the column width or row height. For example, you may need to make a cell wider to accommodate a long line of text, or you may need to make a cell large enough in depth to hold a particular graphic or chart. Adjust the Column Width or Row Height 1 Move the mouse pointer over the edge of the cell where you want to adjust the size. The changes to . 2 Click and drag the border in the desired 2 direction to adjust the column width or row height. If you drag the top or bottom border of a cell, the row height adjusts as you drag. If you drag the left or right border of a cell, the column width adjusts as you drag. 3 Release the mouse. Word adjusts the column width or row height. l This example widens the column. 107
  • 70. Add Columns and Rows Marks Scott Scott Angela A nge la Jo nath a n You can add columns and rows Jo na th a n to your Word tables to add more Test 1 Test 1 78 78 83 83 81 81 data. For example, you can insert a row to add another item to a list, or insert a column to add another header to a table. Teesstt 2 T 2 84 84 MMididtterrm em 82 82 87 87 85 85 89 89 92 92 Add Columns and Rows 1 Click in the row or column where you 2 want to add another row or column, or select the row or column. If you select more than one row or column, Word duplicates the number 3 when you activate the Insert command. 2 Click the Layout tab on the Ribbon. 3 Click an insertion option. You can click Insert Above or Insert Below to add new rows. 1 You can click Insert Left or Insert Right to add new columns. l Word adds a column or row to the table. 108
  • 71. WORD Delete Columns or Rows Working with Tables chapter 6 You can remove a column or row that you no longer need in your table. When you remove a column or row, Word restructures the remaining cells to fill the void. Delete Columns or Rows 1 Click the row or column that you want 2 to delete. 3 2 Click the Layout tab on the Ribbon. 4 3 Click the Delete button. 4 Click a deletion option. You can also right-click the column or row that you want to remove, and then click the Delete command. 1 l Word deletes the column or row. 109
  • 72. Merge Table Cells You can combine two or more table cells to create a larger cell. For example, you might merge cells to create a title across the top of your table, or you may merge two interior cells to create one large cell for a graphic or chart. Merge Table Cells 1 Select the cells that you want to 2 3 merge. Note: See the “Select Table Cells” task, earlier in this chapter, to learn how to select cells. 2 Click the Layout tab on the Ribbon. 3 Click Merge Cells. 1 l Word creates one large cell. 110
  • 73. WORD Split Table Cells Working with Tables chapter 6 You can split table cells to create additional cells within your table. For example, you might split a cell in order to show two different choices in a column or row. Split Table Cells 1 Click inside or select the cell that you 2 want to split. 3 Note: See the “Select Table Cells” task earlier in this chapter, to learn how to select cells. 2 Click the Layout tab on the Ribbon. 1 4 3 Click Split Cells. The Split Cells dialog box appears. 5 4 Designate how many columns or rows you want to create in the split cell. l You can type a number, or click to specify a number. 5 Click OK. l Word splits the cell. 111
  • 74. Apply Table Styles You can add instant formatting to your Word tables by assigning one Spring Schedule Spring Schedule of the many formatting styles that are designed specifically for tables. Table styles offer a variety of designs that include shading and color, borders, and fonts. Apply Table Styles 1 Click anywhere in the table that you 2 want to format. 3 2 Click the Design tab on the Ribbon. 3 Click a style from the Table Styles list. 1 l You can click the More button ( ) to display the entire palette of available styles. l Word applies the style. l You can toggle table parts on or off using the Table Style Options check boxes. l You can click these options to change the shading and borders. 112
  • 75. WORD Change Cell Alignment Working with Tables chapter 6 You can control the positioning of text within your table cells by using the alignment commands. For example, you may want to change the alignment for the column headings in a table. Word’s table alignment options include the basic left, right, center, and justify alignments, as well as vertical alignments, such as bottom center or top right. By default, Word aligns your table text to the left, inside each cell. Change Cell Alignment 1 Select the cells that you want to format. 2 2 Click the Layout tab on the Ribbon. 3 Click an alignment from the Alignment group. 3 1 Word applies the alignment. l This example centers the headings in the cells. 113
  • 76. Reposition a Table You can move a table around your document to better position it on a page. For example, you might position a smaller table off to the side of your document, or move a table to the top of a page. Reposition a Table 1 Move the mouse over the upper-left corner of the table. l A selection handle appears. 2 The changes to . 2 Click and drag the table handle to move the table to a new area in the document. l A dotted line marks the table location as you move. 3 Release the mouse button. Word moves the table. Note: You can control the text wrap around a table 3 using the Table Properties dialog box. With the table selected, click the Properties button on the Layout tab to open the dialog box. Click the Table tab to view the text-wrapping options. 114
  • 77. WORD Resize a Table Working with Tables chapter 6 Spring Schedules You can resize a table to adjust its Class Time Teacher appearance in a Word document. Spring Schedules Digital Mon., Wed., Fri. Michelle Pauls For example, you may need to Class Photography Time 2:00-4:00 Teacher Digital Spring Schedules Mon., Wed., Fri. Michelle Pauls enlarge a table to make it more Basic PhotographyTue., Thurs.Time Class 2:00-4:00 Teacher Tracy Cox legible, or you may need to Landscaping Digital Basic 6:00-8:30 Mon., Wed., Fri. Michelle Pauls Spring Schedules Photography Thurs. Tue., 2:00-4:00 Tracy Cox reduce the table size to fit it in Jewelry- Basic Class LandscapingMon.,6:00-8:30 Time Wed., Fri. Mon., Janet Donaldson Teacher Digital Tue., Thurs. Wed., Fri. Tracy Cox Pauls Michelle MakingJewelry- 9:00-12:00 Wed., Fri. Photography Landscaping 2:00-4:00 Mon., 6:00-8:30 with other text on the page. Making Jewelry- Basic Mon., Wed., Fri. 9:00-12:00 Tue., Thurs. Janet Donaldson Tracy Cox Janet Donaldson Landscaping 6:00-8:30 Art Making Thurs. Tue., 9:00-12:00 Lee Ann Wollet HistoryArt Tue., Thurs. Mon., Wed., Fri. Ann Wollet Jewelry- 9:00-12:00 Making 9:00-12:00 Lee Janet Donaldson History Art 9:00-12:00 Thurs. Tue., Lee Ann Wollet History Art 9:00-12:00 Thurs. Tue., Lee Ann Wollet History 9:00-12:00 Resize a Table 1 Move the mouse over any area of the table. l A sizing handle appears in the lower- right corner of the table. The changes to . 1 2 Click and drag the resizing handle to enlarge or reduce the table size. Note: If you make the table too small, Word shortens the 2 table width but tries to fit all of the text in each cell by increasing the table depth. 3 Release the mouse button. Word resizes the table. Note: You can control the text wrap around a table using the Table Properties dialog box. With the table selected, click the Properties button on the Layout tab to open the dialog box. Click the Table tab to view text-wrapping options. 3 115
  • 78. Assign a Theme Business You can use Word’s themes to quickly add Network Themes Themes a professional look to your documents. Themes are predesigned sets of formatting Chart s es Them that include backgrounds, color schemes, Natur e s Theme and fonts. Because themes are shared act among the Office programs, you can use Abstr es Them ers a theme in your Word document to match Bord s Them e Dom Casual Giddyup the same theme in worksheets that you Nueva r Colo Viva create with Excel, or slides that you create Them es Brush Nueva in PowerPoint. lty San d Comic Book Nove es Them Tech no Roc ke If you assign Word’s styles, such as headings and e t oic subtitles, you can see the difference that an applied Ch My emes Th theme can make. The theme is even more pronounced when you assign a background color to a page. Assign a Theme APPLY A THEME 1 1 Click the Page Layout tab on the 2 Ribbon. 2 Click the Themes button. 3 Click a theme. 3 l Word immediately applies the theme to the current document. l You can use these tools to change the formatting of the theme’s colors, fonts, and effects. 116
  • 79. WORD Adding Extra Touches chapter 7 CREATE A CUSTOM THEME 2 1 Apply a theme and edit the formatting to 3 1 create the theme that you want to save. 2 Click the Page Layout tab on the Ribbon. 3 Click the Themes button. 4 Click Save Current Theme. 4 The Save Current Theme dialog box appears. 5 Type a unique name for the theme. l By default, Word saves the theme to the Document Themes folder so that it is accessible in the Themes Gallery. 6 Click Save. Word saves the theme and adds it to the list of available themes. 5 6 How do I apply a background color to Where can I find more themes to use with my document? my Word documents? To add a background color, click the Page You can visit the Office Web site to look for Layout tab on the Ribbon and then click more themes that you can download onto your the Page Color button in the Page computer. Click the Page Layout tab, click Themes, Background group of controls. and then click Search Office Online. If you are When you click a color connected to the Internet, your browser opens and from the palette, Word displays your default Web page to immediately assigns it the Office Web site. You can then to the page. download any themes that you find and add them to the Document Themes folder, which is the default folder for all of the Office themes. 117
  • 80. Add Borders You can add borders to your COMPANY MEMO document text to add emphasis or make the document aesthetically The company picnic wi appealing. For example, you can on Saturday, August ll take place 6. Ple add a border to a paragraph to bring Jan to let her know ho ase phone w you will be bringing! many guests attention to the text. You can also add a border to the entire document page. You should not add too many effects, such as borders, to your document because it will become difficult to read. Add Borders ADD A BORDER 2 1 Click anywhere in the text, or select 3 the text to which you want to add a border. 2 Click the Home tab on the Ribbon. 4 3 Click the Borders button ( ). 4 Click a border. 1 l Word applies the border to the text. 118
  • 81. WORD Adding Extra Touches chapter 7 ADD A PAGE BORDER 1 1 Click the Page Layout tab on the Ribbon. 2 2 Click the Page Borders button. l The Borders and Shading dialog box appears, and displays the Page Border tab. 3 Click the type of border that you want to 3 add. l You can use these settings to select a different border line style, color, and width. l You can set a graphical border using this option. l The Preview area displays a sample of the selections. 4 Click OK. l Word applies the border to the page. 4 How do I add shading to my text How do I create a custom border? instead of a border? You can use the Custom setting in the Borders and To add shading behind a block of text, Shading dialog box to create a custom border. For you can use the Shading tool example, you might make each border line a ( ), which is located on the different color or line thickness, or you might apply Home tab with the Paragraph two different line styles to a border. To create a group of tools. Simply click custom border, click the Borders the Shading button ( ) button ( ) on the Home tab, and and click a color to apply. then click Borders and Shading. Word immediately applies Next, click the Custom setting the shading to the selected on the Borders tab and assign text. To learn more about the options that you want to BORDERS this feature, see the “Apply apply to the first line. Then click in Color Shading” task the Preview area where you want in Chapter 5. the line to appear. You can repeat this process for each line that you want to add. When finished, click OK to apply the effects. 119
  • 82. Create Columns XTR A! EX TR A! EXTR A! E A! EXTR A! EXTR A! EXTR ! EXTR A! EXTR XTR A! EXTR A! EXT You can create columns in Word R A! E to present your text in a format A! EXTR A! EXT EXTR A! EXTNeA! s X R E similar to a newspaper or magazine. For example, if you are XTR Ai!m’s Weekly Rw ! EX R A! EXTR A! E J ! EXTR A! EXT A creating a brochure or newsletter, XTR A you can use columns to make text TR A! EXTR A! E A! EXTR A! EXTR A! E EXTR XTR A! EXTR A! flow from one block to the next. TR A ! EXT R A! EXTR A! EX EXTR A! EXTR A TR A! EXTR A! EXTR A! EXTR A! EX Create Columns CREATE QUICK COLUMNS 2 1 Select the text that you want to place 3 into columns. 4 2 Click the Page Layout tab on the Ribbon. 3 Click the Columns button. 4 Click the number of columns that you want to assign. 1 l Word immediately places the selected text into the number of columns that you specify. 120
  • 83. WORD Adding Extra Touches chapter 7 CREATE CUSTOM COLUMNS 2 1 Select the text that you want to place into columns. 3 2 Click the Page Layout tab on the Ribbon. 3 Click the Columns button. 4 Click More Columns. The Columns dialog box appears. 4 5 Click a preset for the type of column style that you want to apply. l You can also specify the number of 1 columns here. l You can set an exact column width and spacing here. l You can specify whether the columns apply to the selected text or the entire 5 document. l You can include a vertical line separating the columns. 6 Click OK. Word applies the column format to the 6 selected text. How do I wrap column text around a How do I create a break within a column? picture? You can add a column break by first clicking You can control the text wrap for any object that where you want the break to occur and then you place in a Word document. To do so, right-click pressing + + . To the picture or other object that you want to wrap, remove a break, select it and click the Text Wrapping command, and then click press . To return to a the type of wrapping that you want to apply. For one-column format, click example, Tight wrapping allows column text to the Columns button on flow neatly around the image, the Page Layout tab, and regardless of where you move then select the single- the image in the column area. column format. You can also control text wrapping for a selected object by using the Text Wrapping button on the Format tab. 121
  • 84. Add Headers and Footers You can use headers and footers to add text that appears at the top or bottom of every page. Headers and footers are useful for ensuring that every page prints with a page number, document title, author name, or date. Header text appears at the very top of the page outside the text margin. Footers appear at the very bottom of the page. Headers and footers are built with fields that hold places for information that updates, such as page numbers or dates. Add Headers and Footers ADD A HEADER OR FOOTER 1 1 Click the Insert tab on the Ribbon. 2 2 Click the Header button to add a header, or click the Footer button to add a footer. 3 3 Click the type of header or footer that you want to add. This example creates header text. 4 To create header text, click the field in the header area and type your text. l You can click the Quick Parts button to insert additional fields. 4 5 l You can insert more headers and footers using these controls. 5 Click the Close Header and Footer button. Word closes the Header and Footer tools. 122
  • 85. WORD Adding Extra Touches chapter 7 l Word displays the header or footer on the document page. EDIT A HEADER OR FOOTER 1 1 Click the Insert tab on the Ribbon. 2 2 Click the Header or Footer button. 3 Click Edit Header or Edit Footer. Word displays the Header and Footer tools, and you can now edit the header or footer text. 3 Can I remove a header or footer from the How do I remove a header or footer that I first page and keep it for the remaining no longer want? pages? Click the Insert tab on the Ribbon and click Yes. To do so, click the Header or Footer button either the Header or Footer button. Then click on the Insert tab, and then click the Remove Header or Remove Footer Edit Header or Edit Footer. command at the bottom of the Next, click the Different menu. Word immediately First Page check box HEADER HEADER removes the header or in the Options group footer from your HEADER HEADER ( changes to ). If document. you want to remove the header or footer for odd or even pages, click the FOOTER FOOTER FOOTER FOOTER Different Odd & Even Pages check box. 123
  • 86. Insert Page Numbers and Page Breaks You can add page numbers and page breaks to your documents to make As a result, you should always make sure that you clean the bird feeder regularly, and that you change Building a Birdhouse the pages more manageable. For the bird seed often. example, adding page numbers to Buildin g a Birdhou se longer documents can help you keep the pages in order after printing. Adding page breaks can help you control which text appears on which page of the document. Page numbers are added to the header or footer 24 23 area of the document. 32 42 Insert Page Numbers and Page Breaks INSERT PAGE NUMBERS 1 2 1 Click the Insert tab on the Ribbon. 3 2 Click the Page Number button. 4 3 Click a location for the page numbers. 4 Click a page number style. l Word assigns page numbers to your 5 document. 5 Click Close Header and Footer to exit the header or footer area. Note: See the “Add Headers and Footers” task to learn more. 128
  • 87. WORD Adding Extra Touches chapter 7 INSERT PAGE BREAKS 2 1 Click in the document where you want to 3 insert a page break. 2 Click the Insert tab on the Ribbon. 3 Click the Page Break button. 1 l Word assigns the page break. Is there a faster way to insert a page Can I change the number style that is break? used in my document’s page numbers? Yes. You can use keyboard shortcuts to Yes. Click the Page Number button on the quickly insert a page break as you type in Insert tab, and then click Format Page your document. You can insert a manual Numbers. This opens the Page Number page break by pressing + . You Format dialog box. You can change the can also insert a soft number style to Roman numerals, break by pressing PAGE 1 alphabetical numbering, and + . more. You can also include PA GE 2 chapter numbers with your page numbers. OM AN ALPH C R AB BI ET A RA ICA L PAGE NUMBER STYLES 129
  • 88. Add a Watermark You can add a watermark to your document pages to appear faintly mark-o-matic behind the text of your printed U documents. For example, you might TNEGR add a watermark to your memo that reads CONFIDENTIAL or URGENT. Watermarks can be text or pictures. Add a Watermark APPLY A WATERMARK 1 2 1 Click the Page Layout tab on the Ribbon. 2 Click the Watermark button. 3 Click the watermark that you want to apply. 3 l You can use the scroll bar to scroll through all of the available choices. l Word adds the watermark to every page in your document. 130
  • 89. WORD Adding Extra Touches chapter 7 CREATE A CUSTOM WATERMARK 1 2 1 Click the Page Layout tab on the Ribbon. 2 Click the Watermark button. 3 Click More Watermarks. 3 The Printed Watermark dialog box appears. 4 Click the type of watermark that you want 4 to create ( changes to ), and set any options for the watermark. 5 Click Apply to see a preview of the effect. 5 6 6 Click Close. l Word adds the watermark to every page in your document. How do I remove a watermark that I How do I assign a picture as a watermark? no longer want? To set a picture watermark instead of a text Click the Page Layout tab on the Ribbon watermark, click the Picture watermark option and then click the Watermark button. ( changes to ) in the Printed Watermark Click Remove Watermark. Word dialog box, and then click Select removes the watermark from Picture to open the Insert the document. Picture dialog box. Locate the file that you want to WATER use and then return to the Printed Watermark dialog box to set any additional WATER MARK options for the image. MARK 131
  • 90. Find and Replace Text You can use Word’s Find tool to search your document for a particular word or phrase. You can use the Replace tool to replace instances of a word or phrase with Thursday other text. For example, you may need to search through a long document to replace a reference with another name. New Text Find and Replace Text FIND TEXT 2 3 1 Click at the beginning of your document. 2 Click the Home tab on the Ribbon. 3 Click the Find button. 1 l The Find and Replace dialog box appears, displaying the Find tab. 4 Type the text that you want to find. 4 5 Click Find Next or press . l Word searches the document and finds the 6 first occurrence of the text. You can click Find Next again to search for the next occurrence. 5 6 When finished, click Cancel. Note: If Word displays a prompt box when the last occurrence is found, click OK. 132
  • 91. WORD Reviewing and Printing Documents chapter 8 REPLACE TEXT 2 3 1 Click at the beginning of your document. 2 Click the Home tab on the Ribbon. 3 Click the Replace button. 1 4 In the Replace tab of the Find and Replace dialog box, type the text that you want to find. 5 Type replacement text. 4 6 Click Find Next. 5 l Word locates the first occurrence. 7 8 7 Click Replace to replace the occurrence. l To replace every occurrence in the document, 6 you can click Replace All. 8 When finished, click Cancel. Note: If Word displays a prompt box when the last occurrence is found, click OK. Where can I find detailed search How can I search for and delete text? options? You can search for a particular word or You can click More in the Find and Replace phrase using the Find and Replace dialog dialog box to reveal additional search options box, and remove the text completely from that you can apply. For example, you can the document. Start by typing the text in the search for matching text case, Find what text field. Leave whole words, and more. You the Replace with text field can also search for specific empty. When you activate formatting or special the search, Word looks for characters by clicking the text and deletes it Format and Special. To without adding new text hide the additional search to the document. options, click Less. 133
  • 92. Check Spelling and Grammar You can use Word’s Spelling and Grammar check features to review your document for spelling and grammatical errors. Although both features are helpful, they are never a substitute for good proofreading with your own eyes. Both features can catch some errors, but not all, so you should take time to read over your documents for misspellings. By default, Word automatically checks for spelling and grammar problems. Misspellings appear underlined with a red wavy line. Potential grammar errors are underlined with a green wavy line. Check Spelling and Grammar CORRECT A MISTAKE 1 When you encounter a spelling or 2 grammar problem, right-click the underlined text. The menu that appears shows possible corrections. 2 Click a correction from the menu. l To ignore the error, you can click Ignore or click Ignore All for all instances of the 1 error. l To add the word to the built-in dictionary, you can click Add to Dictionary. 1 RUN THE SPELL CHECKER 1 Click the Review tab on the Ribbon. 2 2 Click the Spelling & Grammar button. To check only a section of your document, you can select the section before activating the spell check. 134
  • 93. WORD Reviewing and Printing Documents chapter 8 l Word searches the document for any mistakes and displays the Spelling and Grammar dialog box if it finds an error. 3 Click Change to make a correction. l To correct all of the misspellings of the 3 same word, you can click Change All. l To ignore the error one time, you can click Ignore Once. l To ignore every occurrence, you can click Ignore All or Ignore Rule. l When the spell check is complete, a prompt box appears. 4 Click OK. 4 How do I turn the automatic spelling and grammar checking off? To turn off the automatic checking features, open the Word Options dialog box. Then, follow these steps: 1 Click the Office button. 5 Under the When 2 Click the Word Correcting Grammar 3 in Word options, click Options button. Mark grammar The Word Options errors as you type dialog box appears. ( changes to ). 3 Click the Proofing tab. 6 Click OK. 4 4 Under the When Correcting Word turns off the 5 Spelling in Word options, automatic checking click Check spelling as you features. type ( changes to ). 6 135
  • 94. WORD Change Paper Size Reviewing and Printing Documents 8 chapter You can change the size of your document page to print to a particular size of paper. For example, if you need to print your memo on legal size paper, you can use the Page Setup dialog box to switch to the Legal or Executive paper size. By default, Word sets the paper c li to Letter size. c e le xecutive k lettgal er Change Paper Size 1 Click the Page Layout tab on the Ribbon. 1 2 2 Click the Size button. 3 Click a paper size. 3 Note: To learn more about printing with Office, see Chapter 2. l Word applies the sizing to your document. l To change the page orientation, click Orientation and choose an orientation setting. 143