Key Applications Module Lesson 15 – Enhancing Documents Computer Literacy BASICS
Objectives Format borders and shading. Insert page numbers and create a header and footer.
Create, modify, and format endnotes and footnotes.
Objectives (cont.) Insert clip art and other graphics and resize and position graphics. Open templates and apply styles to create effective documents efficiently.
Use text tools including the Thesaurus, AutoComplete, and AutoText to increase the quality of your work.
Desktop Publishing Desktop publishing makes it possible to create professional-looking documents using a personal computer. Word provides tools to enhance documents with features such as columnar text, borders and shading, graphics, and footnotes.
Templates and text styles make creating well-designed and consistent documents quick and efficient.
Setting Text in Columns A common application for desktop publishing is creating a newsletter, which often requires text to be set in columns. To create columns in a Word document: Select the text to be broken into columns.
Click the Columns button on the Standard toolbar.
The Columns Grid The Columns grid shown at right displays. Drag across the grid to select the number of columns that you want. Selected text breaks into the number of columns you choose from the Columns grid.
When you release the mouse button, your text is reformatted into columns.
The Columns Dialog Box You can also insert columns in text by selecting the Columns option on the Format menu.
You can specify other options, such as column width and spacing, in the Columns dialog box.
Borders and Shading To add borders and shading to your docu-ment to enhance its appearance, select Borders and Shading from the Format menu. Or display the Borders and Shading toolbar to quickly access formatting features.
Position the insertion point where the effect should begin and then select the border or shading option you want on the toolbar or in the dialog box.
Page Numbers When your document has multiple pages, you may want to insert page numbers. The Page Numbers command on the Insert menu quickly adds page numbers to a document.
The command actually creates a header or footer with a page number as the only text.
Headers and Footers Headers and footers are information that prints in the top and bottom margins of each page of a document. A document can have a header, a footer, or both. Creating a header or footer is another way to add page numbers to a document.
Using headers or footers instead of the Page Numbers command on the Insert menu allows you to include text with the page number.
The Header and Footer Pane Use the Header and Footer command on the View menu in Word to open the Header and Footer pane and display the toolbar (shown at the top of the figure) that you use to insert and edit these features.
Footnotes and Endnotes Notes are added to a document to show the source of borrowed material or provide extra or explanatory information about the text. Footnotes are inserted at the bottom of the page on which the note is referenced in the document.
Endnotes are placed together at the end of a document.
Footnotes and Endnotes (cont.) Footnotes and endnotes are linked to their in-text reference symbol, which is usually a superscript letter or number. If you format your document with footnotes and then decide to change the notes to endnotes, Word provides a conversion feature to change all footnotes to endnotes or vice versa.
Notes are also automatically renumbered if you add or delete a note in the text.
Adding Clip Art Office 2003 comes with a selection of clip art that can be inserted into a Word document. To insert clip art, first position the insertion point where you want the clip art to go.
Click the Insert menu, point to Picture, and then select Clip Art to open the Clip Art task pane.
The Clip Art Task Pane Enter your search word in the Search for text box. Specify where you want to search for clip art and what type of files you want to find in the drop-down list boxes, and then click Go.
When the thumbnail images appear, click one to insert it into your document.
Inserting a Picture from a File In addition to clip art, you can insert graphics from folders. Position the insertion point. Click the Insert menu, point to Picture, and select From File.
Locate the folder and file in the dialog box to insert it into the document.
Working with Graphics Graphics can be manipulated after inserting them into your document. When you click on a graphic image to select it, you will see sizing handles around the graphic that allow you to cut, copy, paste, delete, resize, and move the graphic.
The Picture toolbar also displays on the screen when you select a graphic, providing various tools to work with images.
Resizing Graphics You resize a graphic by selecting it and then dragging the sizing handles. Use a corner sizing handle to enlarge or reduce the graphic proportionally. Sizing handles
You can also right-click the graphic and then use the Format Picture command on the shortcut menu to specify an exact size.
Cropping Graphics You can crop graphics to remove unwanted portions of the image. Dashed lines indicate where the graphic will be cropped.
Cropping removes an area of an image, as shown at left. Select the Crop tool in the Picture toolbox, position it over a sizing handle, and drag to place dashed lines around the part of the graphic you want to retain.
Wrapping Text Around a Graphic You can wrap text around an image. Clicking the Text Wrapping tool on the Picture toolbar reveals the options shown at right.
Click any of these options to change the way text flows around or near your graphic image.
Moving a Graphic A text-wrapping format must be applied to the graphic before you can reposition it in your document.
You can then move a graphic by selecting it and dragging it to a new location.
The WordArt Gallery WordArt turns text into a graphic object.
You can create your own effect or choose from a gallery of supplied effects.
Creating WordArt To create WordArt objects from the gallery: Position the insertion point where you want the WordArt to appear in your document. Display the Drawing toolbar and click the WordArt button on the toolbar to open the gallery, then select a WordArt style from the gallery.
Enter your text in the dialog box, and Word will format it according to the style you selected.
The Drawing Tools With Word’s Drawing tools on the Drawing toolbar, you can create your own graphic objects in a document. When you create a drawing object, a drawing canvas will appear to help you arrange your objects.
Drawing objects can be grouped and layered on the drawing canvas.
The Drawing Canvas When you select a drawing tool, the drawing canvas and the drawing canvas toolbar display automatically. The drawing canvas provides a frame-like boundary around your object. Crosshair pointer Drawing canvas toolbar Drawing canvas
The pointer changes to a crosshair, which you can move anywhere within the canvas to start your drawing.
Text Boxes A text box is a graphic that lets you add text to art. To create a text box, click the Text Box button on the Drawing toolbar. Point anywhere on the screen and drag the crosshair to create the box. Enter your text inside the box. You can change the formatting of a text box using buttons on the Drawing toolbar.
You can change the text characteristics (font, font style, and size) using the Formatting toolbar.
AutoShapes Word’s AutoShapes feature allows you to create a variety of predesigned drawing objects such as stars, arrows, shapes, and callouts.
AutoShapes can be moved and resized just like any other graphic object.
AutoShapes (cont.) To create an AutoShape, select the shape that you want to create from the AutoShape options available from the Drawing toolbar. Drag the crosshair to create the shape for the size that you want.
Set a color option for your shape using the Drawing toolbar line and fill color buttons.
Templates A template is a file that contains document, paragraph, and character formats for documents that you create frequently. As all standard text and formatting options are already applied to the document, you just enter the variable text.
Templates increase the speed and efficiency of your work.
Selecting a Template To use a Word template, select the New command from the File menu to open the New Document task pane. The Templates section of the task pane allows you to search for available templates on your computer, on Office Online, or on Web sites you select.
The On your computer option opens the Templates dialog box, with many template choices for general business, research, and legal documents.
The Templates Dialog Box
Styles A style is a set of formatting characteristics that can be applied to text in a document. There are four types of styles:
You can create, view, and apply styles from the Styles and Formatting task pane, which you open by selecting the Styles and Formatting option on the Format menu.
Text Tools in Word In addition to the spell check and grammar check tools, Word offers other features to enhance the content of your document and efficiently create quality results.
Language tools available in Word include
The Thesaurus A thesaurus is a compilation of alternative words or synonyms.
The Thesaurus feature in Word searches for a perfect synonym.
The Thesaurus (cont.) Select Thesaurus from the Language submenu on the Tools menu. If you have already selected a word to look up in the document, the Research pane will open with a list of alternative words already displayed.
Or enter a word in the Search for text box at the top of the task pane, and then click the Start searching arrow to the right of the text box.
The Research Pane The Research pane in Word lists synonyms provided by the Thesaurus feature. Select a word in the list to display a down arrow, which you can click to access a shortcut menu with options to insert, copy, or look up the word.
AutoComplete and AutoText AutoComplete suggests the spelling for frequently used words and phrases. As you begin to key, Word will anticipate what you are keying and display a suggested word or phrase. You can accept the suggestion by pressing Enter or simply continue keying to reject the suggestion.
AutoText allows you to create your own text entries and add them to the AutoComplete set of words.
Summary Text can be arranged in a variety of multicolumn formats, all within the same document.
Borders and shading are also important tools for desktop publishing. You can choose from a variety of options for line styles, colors, and shading effects.
The Insert Page Number command automatically numbers all the pages in a document. You can include text with the page number by formatting a header or footer.
Summary (cont.) Footnotes and endnotes are used in a document to show the source of borrowed material or to provide extra or explanatory information about the text; footnotes appear at the bottom of each page and endnotes are added to the end of a document.
Clip art and other pictures help to enhance the appearance and effectiveness of a document.
Summary (cont.) When you format a picture for text wrapping, you can position the graphic anywhere on the page by dragging it to a new position. WordArt enables you to convert text to a graphic. WordArt objects can be positioned and resized the same as pictures.
You can create your own artwork using the drawing tools.
Summary (cont.) The drawing canvas helps you arrange, position, and resize your drawing objects. You can format and move the drawing canvas just as you format other objects.
AutoShapes provide predesigned drawing objects such as stars, shapes, and callouts.
Microsoft Office templates and styles provide a uniform appearance for your documents and can increase the speed and quality of your work by providing predesigned documents and preset formats.
Summary (cont.) The Thesaurus provides a list of alternative words and synonyms to help you compose professional documents effectively.
AutoText and AutoComplete make entering repetitive phrases simple and easy.