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Inserting and Modifying Elements in Word Documents
- 1. Contents
- 2. © Paradigm Publishing, Inc. 2 Contents Chapter 3 Inserting and Modifying Page Elements Inserting Document Elements Using Layers in Documents CHECKPOINT 1 Inserting Images into a Document Inserting Bullets Inserting Text Boxes Inserting Shapes Inserting Tables Using Templates CHECKPOINT 2 Quick Links to Slide Contents
- 3. © Paradigm Publishing, Inc. 3 Contents Inserting Document Elements There are a variety of ways to insert the reusable document elements known as building blocks. Building blocks include cover pages, headers and footers, page numbers, and text boxes, among others. Building Block Organizer dialog box
- 4. © Paradigm Publishing, Inc. 4 Contents Inserting Document Elements - continued Inserting a Cover Page Insert a cover page in a document to give it a formal, professional appearance. Reports and manuals are examples of documents that often require cover pages. Sixteen predesigned cover pages are available, and they can be accessed by two different methods. Cover Page gallery
- 5. © Paradigm Publishing, Inc. 5 Contents Inserting Document Elements - continued Inserting Headers and Footers Text that appears at the top of every page is called a header, and text that appears at the bottom of every page is referred to as a footer. Headers and footers are common components of manuscripts, textbooks, reports, and other publications. Footer pane Header pane
- 6. © Paradigm Publishing, Inc. 6 Contents Inserting Document Elements - continued A predesigned header or footer may contain placeholders for entering specific information. A placeholder is an area of a page that is reserved for an object, an image, or text. If your document will be read in book format with facing pages, consider inserting odd and even page headers and/or footers. When a document in book format has facing pages, the outside margins and page number locations generally display on opposite margins.
- 7. © Paradigm Publishing, Inc. 7 Contents Inserting Document Elements - continued Inserting Page Numbers If you want to insert page numbers in a document, use the Page Number button in the Header & Footer group on the INSERT tab. When you click the Page Number button, a drop-down list displays with options for specifying where on the page you want to insert the page number. Point to an option in this list to display a side menu with predesigned page number formats. Page Number button
- 8. © Paradigm Publishing, Inc. 8 Contents Inserting Document Elements - continued Inserting Page Breaks At the default standard page size, Word inserts a page break at approximately the 10-inch mark on the page. A page break inserted by Word is considered a soft page break. A page break that you manually insert is considered a hard page break. A soft page break adjusts automatically when you add or delete text in a document. A hard page does not adjust automatically and is therefore less flexible.
- 9. © Paradigm Publishing, Inc. 9 Contents Inserting Document Elements - continued A watermark is a lightened graphic or block of text that displays behind content on a page. Text Watermark Graphic Watermark
- 10. © Paradigm Publishing, Inc. 10 Contents Inserting Document Elements - continued Creating a Custom Watermark and Removing a Watermark You can turn a picture, clip art, a logo, or a photo into a watermark that you can use to enhance a document. Printed Watermark dialog box
- 11. © Paradigm Publishing, Inc. 11 Contents Inserting Document Elements - continued Editing a Watermark To edit a watermark, click the Header button in the Header & Footer group on the INSERT tab and then click Edit Header at the drop-down list. HEADER & FOOTER TOOLS DESIGN tab
- 12. © Paradigm Publishing, Inc. 12 Contents Inserting Document Elements - continued Troubleshooting Watermarks If you insert a watermark in a document but are having trouble seeing it, it may be because other shapes in the document are covering it up. If you have several text boxes, rectangles, or other shapes in the document, try clicking each one, clicking the Shape Fill button arrow in the Shapes Styles group on the DRAWING TOOLS DESIGN tab, and then clicking No Fill.
- 13. © Paradigm Publishing, Inc. 13 Contents Using Layers in Documents Instead of inserting a watermark in the Header pane, you can insert an image or text at the document screen, alter the color of the object, and then send the object to the back of the document so that it appears behind the text. A Word document contains three layers: Foreground layer (or drawing layer) Text layer Background layer Contains text boxes and drawing objects Contains text and graphics Contains content in the Header or Footer panes
- 14. © Paradigm Publishing, Inc. 14 Contents Using Layers in Documents - continued Word stacks drawing objects in individual layers in the foreground layer. Every time you add another object, it is drawn in the layer on top of the previous layer. stacked drawing objects
- 15. Contents© Paradigm Publishing, Inc. 15 CHECKPOINT 1 1) The Cover Page button is located on this tab. a. FILE b. INSERT c. PAGE LAYOUT d. HOME 3) Which layer is also known as the drawing layer? a. foreground b. text c. background d. image 2) This is a lightened graphic or block of text that displays behind existing document content. a. watermark b. header c. footer d. cover page 4) Content created in the Header and Footer panes is located in this layer. a. foreground b. text c. image d. background Next Question Next Question Next Question Next Slide Answer Answer Answer Answer
- 16. © Paradigm Publishing, Inc. 16 Contents Inserting Images into a Document Images such as clip art and photographs can be inserted in a document with the Pictures button and the Online Pictures button in the Illustrations group on the INSERT tab. Click the Pictures button to insert an image from a folder on the computer’s hard drive or click the Online Pictures button to insert an image from Office.com. When you click the Online Pictures button, the Insert Pictures window displays. Insert Pictures window
- 17. © Paradigm Publishing, Inc. 17 Contents Inserting Images into a Document - continued Sizing and Moving Images After an image is inserted into a document, you can adjust its size. One way to do this is by using the sizing handles that display around the image when it is selected. A B corner sizing handle (double- headed arrow) move handle (four-headed arrow)
- 18. © Paradigm Publishing, Inc. 18 Contents Inserting Images into a Document - continued To move an image, you must first select the image and change the text wrapping from the default setting of In Line with Text. To do this, click the Wrap Text button in the Arrange group on the PICTURE TOOLS FORMAT tab or the PAGE LAYOUT tab and then choose an option such as Square, Tight, Through, Top or Bottom, Behind Text, or In Front of Text at the drop-down list. Wrap Text button
- 19. © Paradigm Publishing, Inc. 19 Contents Inserting Images into a Document - continued Move an image to a specific location on the page with options from the Position button drop-down gallery. Position button
- 20. © Paradigm Publishing, Inc. 20 Contents Inserting Images into a Document - continued You can also size and move an image using the Shape Height and Shape Width measurement boxes in the Size group on the PICTURE TOOLS FORMAT tab as shown in Figure A below. A B
- 21. © Paradigm Publishing, Inc. 21 Contents Inserting Bullets Inserting Bullets Bullets can be inserted in a document by clicking the Bullets arrow button in the Paragraph group on the HOME tab. Bullets button arrow Define New Bullet dialog box
- 22. © Paradigm Publishing, Inc. 22 Contents Inserting Bullets - continued When you apply bullets to existing text, the line spacing between the lines in the bulleted or numbered list is reduced. If you want to increase or decrease the line spacing in a specific list, select the list and then use options in the Paragraph dialog box. If you want to increase or decrease the line spacing for all bulleted lists in a document, modify the List Paragraph style.
- 23. © Paradigm Publishing, Inc. 23 Contents Inserting Text Boxes If you want to precisely position text in a document, consider using a text box. Text boxes are objects containing text that can be formatted and positioned on the page to meet your requirements. Text boxes are ideal for captions, labels, headlines, and other smaller document components. Text boxes are commonly used in desktop-published documents because they can be formatted using options such as color, borders, and effects.
- 24. © Paradigm Publishing, Inc. 24 Contents Inserting Text Boxes - continued Word 2013 provides a number of predesigned text boxes that can be inserted into a document. Insert a predesigned text box into a document by clicking the Text Box button in the Text group on the INSERT tab and then clicking an option at the drop-down list. Text Box button
- 25. © Paradigm Publishing, Inc. 25 Contents Inserting Shapes Click the Shapes button in the Illustrations group on the INSERT tab to display a drop-down list with a variety of shapes. Shapes button
- 26. © Paradigm Publishing, Inc. 26 Contents Inserting Tables Arranging document text in the rows and columns of a table allows you to present complex information in a clear and easy-to- understand manner, which increases your document’s readability. Word makes it easy to quickly create organized, attractive tables. Insert Table option Tables button
- 27. © Paradigm Publishing, Inc. 27 Contents Inserting Tables - continued Information is entered into a table’s cells. A cell is the intersection of a row and a column. With the insertion point positioned in a cell, type or edit text as you would normally. Use the mouse to move the insertion point to other cells by positioning the arrow pointer in the desired cell and then clicking the left mouse button.
- 28. © Paradigm Publishing, Inc. 28 Contents Using Templates Word includes a number of template documents formatted for specific uses. A template is a document that creates a copy of itself when you open it so that all text and formatting in the template are transferred to the new document. Each Word document is based on a template document, with Normal.dotm as the default. You can create a document based on the default template, create your own template and use that as a basis for a document, or create a document based on a template from Office.com.
- 29. © Paradigm Publishing, Inc. 29 Contents Using Templates - continued Saving a Document as a Template If a document you create contains features and formatting that you will want to use in future documents, consider saving the document as a template. To save a document as a template, display the Save As dialog box, change the Save as type option to Word Template (*.dotx), type a name for the template in the File name text box, and then click the Save button.
- 30. © Paradigm Publishing, Inc. 30 Contents Using Templates - continued Creating Documents with Office.com Templates Word includes a number of template documents formatted for specific uses. These templates are available online at Office.com. In addition to using templates from Office.com or templates you previously created, you can find templates in various places on the Internet. New backstage area
- 31. © Paradigm Publishing, Inc. 31 Contents Using Templates - continued Customizing Templates Always begin with the end result in mind. Plan your text carefully to achieve your desired results without unnecessary wording or formatting. If you replace the existing fonts in a template, be sure the new fonts support the readability of the text.
- 32. © Paradigm Publishing, Inc. 32 Contents Using Templates - continued Understanding Placeholders in Templates Placeholders, such as the Author placeholder, are synchronized with the document’s properties and therefore populate automatically. When you move a mouse pointer over a date placeholder, do you see a calendar (date picker) appear automatically? This is an example of a content control. Content controls are somewhat different from placeholders, but both are often found in Office templates.
- 33. Contents© Paradigm Publishing, Inc. 33 CHECKPOINT 2 1) Click this button to display the Insert Pictures window. a. Online Pictures b. Pictures c. Images d. Illustrations 3) A Word template uses this file extension. a. .docx b. .dotx c. .doc d. .odt 2) The Wrap Text button is located in this group on the PICTURE TOOLS FORMAT tab. a. Size b. Arrange c. Adjust d. Picture Styles 4) This term refers to the intersection of a row and a column in a table. a. column b. header c. cell d. box Next Question Next Question Next Question Next Slide Answer Answer Answer Answer
- 34. © Paradigm Publishing, Inc. 34 Contents Desktop Publishing Terms and Definitions Term Definition cell The intersection of a row and a column in a table footer Text repeated at the bottom of every page hard page break A page break inserted manually in an electronic document header Text repeated at the top of every page placeholder An area of a page that is reserved for an object, an image, or text soft page break A page break inserted automatically in an electronic document template A type of document that creates a copy of itself when you open it; all text and formatting is transferred to the new document watermark A lightened graphic or block of text displayed behind content on a page
Editor's Notes
- In this chapter, you will learn how to insert and modify page elements, including cover pages, headers and footers, page breaks, watermarks, bullets, text boxes, images, and shapes. You will also learn how to use layers and templates.
- You may navigate through this presentation while in Slide Show view. Click on a topic in this slide to advance directly to the related topic slide. To return to this slide, click the Contents button located in the bottom right corner of each slide. Alternatively, you may choose to advance through the presentation one slide at a time by clicking the Next button, which appears as a right-pointing arrow in the bottom right corner of each slide. Go back a slide by clicking the Previous button, which appears as a left-pointing arrow in the bottom right corner of each slide.
- To access these document elements, click the Quick Parts button in the Text group on the INSERT tab and then click the Building Blocks Organizer option at the drop-down list. A complete list of reusable pieces of content is available at the Building Blocks Organizer dialog box, as shown in this slide. If you have a logo, letterhead, signature line, or mission statement that you want to reuse often, you can save these items as building blocks by selecting the item, clicking the Quick Parts button, and then clicking Save Selection to Quick Parts Gallery at the drop-down list.
- To insert a cover page using the Building Blocks Organizer dialog box, click the Quick Parts button in the Text group on the INSERT tab and then click Building Blocks Organizer. At the Building Blocks Organizer dialog box, click the desired option from the Cover Page gallery, click the Insert button, and then close the dialog box. Alternatively, click the Cover Page button in the Pages group on the INSERT tab and then click a predesigned cover page at the drop-down list, as shown in this slide. After inserting a cover page, you can remove it by clicking the Cover Page button and then clicking the Remove Current Cover Page option at the drop-down list. You can customize a cover page by adding your business logo, inserting a photo, or changing the color scheme and font style to match your business brand.
- Insert a predesigned header or footer in a document by clicking the INSERT tab and then clicking the Header button or the Footer button in the Header & Footer group. At the drop-down list that displays, click a predesigned header or footer or click the Edit Header or Edit Footer option to create your own header or footer. Alternatively, you can insert a header or footer at the Building Blocks Organizer dialog box. Headers and footers are visible only in Print Layout view.
- Click anywhere in the placeholder text and then type the desired text. To delete a placeholder, either select the placeholder text or click in the placeholder, click the placeholder tab, and then press the Delete key. Create an odd and even header and/or footer by clicking the Different Odd & Even Pages check box in the Options group on the HEADER & FOOTER TOOLS DESIGN tab. You can navigate among the different headers and/or footers by using the buttons in the Navigation group on the HEADER & FOOTER TOOLS DESIGN tab. To return to your document after inserting a header or footer, double-click in the document or click the Close Header and Footer button in the Close group on the HEADER & FOOTER TOOLS DESIGN tab. Remove a header or footer from a document by clicking the Header button or the Footer button in the Header & Footer group on the INSERT tab and then clicking either the Remove Header or Remove Footer option at the drop-down list.
- Word, by default, does not print page numbers on document pages. Scroll through the options in the drop-down list and then click the desired option. You can remove page numbering from a document by clicking the Page Number button and then clicking Remove Page Numbers at the drop-down list. To prevent an automatic page number from displaying on the first page of a document, display the HEADER & FOOTER TOOLS DESIGN tab, and then click the Different First Page check box in the Options group to insert a check mark.
- Insert your own page break in a document by pressing Ctrl + Enter or by clicking the INSERT tab and then clicking the Page Break button in the Pages group. Other types of breaks can be added to your document by clicking the Breaks button in the Page Setup group on the PAGE LAYOUT tab. The Pages group on the INSERT tab includes a Blank Page button, which you can click to add a blank page to a document.
- Watermarks can be used to identify the document status, such as marking a document with the text SAMPLE, as shown in the left image on this slide, or to add graphical interest, as shown in the right image on this slide. Typically, watermarks are intended for printed documents, but they may also be used to identify a protected document posted on a website—similar to a photographer’s picture stamped with Proof. Watermarks can be viewed only in Print Layout view and on the printed page. Insert a watermark in a document by clicking the Watermark button in the Page Background group on the DESIGN tab. Clicking this button displays a drop-down list of predesigned watermarks, along with options for creating custom watermarks and removing a watermark.
- Create a custom watermark by clicking the Custom Watermark option at the Watermark button drop-down list. Clicking this option opens the Printed Watermark dialog box, shown in this slide. To create a custom text watermark, click the Text watermark option to select it and then select the text that appears in the Text text box and type the desired text. Change the font, size, color, and layout of your custom watermark as desired, and then click the Apply button. To create a custom picture watermark using an image from your computer or other storage medium, click the Picture watermark option at the Printed Watermark dialog box to select it, and then click the Select Picture button. At the Insert Pictures window, click the Browse button that displays at the right side of the From a file option. At the Insert Picture dialog box, locate the folder where your desired image is stored, select the image, and then click the Insert button. If you want to insert a watermark using an image from Office.com, type a search word or phrase in the Office.com Clip Art text box at the Insert Pictures window and then press the Enter key. Select the desired image and then click the Insert button. Once you have selected the picture, you can adjust its scale using the Scale option box at the Printed Watermark dialog box. Click the Apply button to insert the watermark in the document, and click the Close button to close the dialog box. Remove a watermark from a document by clicking the No watermark option at the Printed Watermark dialog box or by clicking Remove Watermark at the Watermark button drop-down list.
- Word inserts a watermark in the Header pane, which causes the watermark to appear on every page of the document by default. You can remove a watermark from a particular page by selecting the Different First Page or Different Odd & Even Pages options in the Options group on the HEADER & FOOTER TOOLS DESIGN tab. You may need to deselect the Link to Previous button in the Navigation group first.
- You might also click the Shape Outline button arrow and then click No Outline. This will remove the backgrounds from those text boxes or shapes and allow your watermark to show through.
- The text layer is the one you may be the most accustomed to working with if you mainly use Word for word processing. Even when you insert graphics, their Wrap Text setting defaults to In Line with Text and they anchor to paragraphs in the text layer. At times, you may find it helpful to change this setting so that you can move the image freely about the screen. This is accomplished by clicking the Wrap Text button on the PICTURE TOOLS FORMAT tab and then clicking one of the following options: Square, Tight, Behind Text, In Front of Text, Top or Bottom, or Through. By default, shapes, such as lines, ovals, and arrows, display in the foreground layer above the text layer. Text or graphics created in the Header or Footer panes display in the background layer, below the text layer.
- The stacked objects are similar to a hand of playing cards. You can change the order of the drawing objects with the Bring Forward and Send Backward buttons in the Arrange group on the PICTURE TOOLS FORMAT tab just as you might bring certain cards to the front of your hand and move others to the back during a card game. You can also use the Selection pane to select individual objects and change their order and visibility. Display the Selection pane by clicking the Select button in the Editing group on the HOME tab and then clicking Selection Pane at the drop-down list.
- In Slide Show view, click the Answer button after you believe that you know the correct answer to Question (1). The correct answer will be displayed. Click the Next Question button and Question (2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question (4), the Next Slide button will appear. Click this button to advance to the next slide.
- Type a search word or phrase into the Office.com Clip Art text box and then press the Enter key. The search results will display inside the Insert Pictures window.
- Position the mouse pointer on a sizing handle until the pointer turns into a double-headed arrow, as shown in Figure A on this slide. Hold down the left mouse button, drag the sizing handle in or out to decrease or increase the size of the image, and then release the mouse button. Use the sizing handles in the corners to change the height and width at the same time and maintain the original proportions of the image.
- Once a text wrapping option has been applied, position the mouse pointer inside the image until the pointer turns into a four-headed arrow. Click and hold the left mouse button, drag the image to the desired position, and then release the mouse button. Use the rotation handle that appears at the top of the image to adjust the image’s orientation.
- The Position button is located in the Arrange group on the PICTURES TOOLS FORMAT tab and the PAGE LAYOUT tab. When you choose an option from the Position button drop-down gallery, the image is moved to the specific location on the page and the text wraps around the image.
- Yet another way to size an image is to click the Size group dialog box launcher and then make adjustments at the Layout dialog box with the Size tab selected, as shown in Figure B on this slide.
- At the Bullets button drop-down gallery, shown in this slide, select one of the bullet options displayed or click the Define New Bullet option. At the Define New Bullet dialog box, shown in this slide, select either a symbol, a picture, or a font, and change the alignment if desired. You can create a bullet from an Office.com clip art image. To do this, click Define New Bullet at the Bullets button drop-down gallery and then click the Picture button at the Define New Bullet dialog box. At the Insert Pictures window, enter a search word or phrase in the Office.com Clip Art text box and then select and insert an image from the results. Consider using a clip art image that reinforces the topic of the text in the document.
- The List Paragraph style is the style that is automatically applied to bulleted lists.
- You can insert a predesigned text box, or you can draw your own text box and apply options to customize it.
- In addition to inserting predesigned text boxes, you can draw a text box and then apply custom formatting to it. Draw a text box by clicking the Text Box button and then clicking the Draw Text Box option. This turns the mouse pointer into crosshairs, which look like a plus sign. Click in the document to insert a text box that will expand as you type, or click and then drag in the document to draw a text box of the desired height and width. Once a text box has been inserted into a document, you can customize it by using buttons and options on the DRAWING TOOLS FORMAT tab. For example, you can add a shape fill, a shape outline, and a shape effect. Alternatively, you can apply a predesigned shape style to a text box by clicking the More button in the Shape Styles group and then clicking an option at the drop-down gallery. You can also use buttons and options on the DRAWING TOOLS FORMAT tab to size and/or position a text box in a manner similar to sizing and/or positioning an image.
- Click a shape in the drop-down list and the mouse pointer displays as crosshairs. Click or drag in the document to insert the shape. Customize the shape with the buttons and options on the DRAWING TOOLS FORMAT tab. You can also use buttons and options on the DRAWING TOOLS FORMAT tab to size and/or position a shape in a manner similar to sizing and/or positioning an image.
- In Word 2013, insert a table by using the Table button in the Tables group on the INSERT tab. At the Table button drop-down list, you can insert a table using the grid in the Insert Table section or by clicking the Insert Table option, as shown in this slide. To insert a table using the grid, highlight the desired amount of columns and rows and then click the left mouse button. Clicking the Insert Table option displays the Insert Table dialog box. At the Insert Table dialog box, enter the desired number of columns and rows in the measurement boxes and then click OK.
- If you are using the keyboard, press the Tab key to move the insertion point to the next cell, or press Shift + Tab to move the insertion point to the previous cell. If you want to move the insertion point to a tab stop within a cell, press Ctrl + Tab. If the insertion point is located in the last cell of the table and you press the Tab key, Word automatically adds another row to the table. When all of the information has been entered into the cells, move the insertion point below the table and, if necessary, continue typing the document or save the document in the normal manner.
- The default template contains formatting such as 11-point Calibri font, left paragraph alignment, line spacing of 1.08, and 8 points of spacing after paragraphs.
- By default, Word saves template documents in the Custom Office Templates folder on your computer’s hard drive. The templates saved at this location will display at the New backstage area when you click the PERSONAL option. To open a document based on a template saved in the Custom Office Templates folder, click the FILE tab and then click the New option. At the New backstage area, click the PERSONAL option, and then double-click the desired template thumbnail.
- To access templates from Office.com, click the FILE tab, and then click the New option. At the New backstage area (shown in this slide), click in the search text box, type a search word or phrase, and then press the Enter key. Word searches Office.com and displays template thumbnails that match the search word or phrase. Double-click a template to open a document based on the template. Open your favorite search engine in a web browser and then search using a search phrase and the .dotx file extension. Before using a template you find on the Internet, make sure you have permission to use the template and then credit the source of the template.
- Templates can help you create professional, attractive documents. However, if it is important to you that your documents look unique, you can customize existing templates by changing fonts, font styles, font sizes, font colors, or font effects, among many other options.
- Content controls can be added to your document with options on the DEVELOPER tab.
- In Slide Show view, click the Answer button after you believe that you know the correct answer to Question (1). The correct answer will be displayed. Click the Next Question button and Question (2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question (4), the Next Slide button will appear. Click this button to advance to the next slide.
- The table in this slide lists the desktop publishing terms in the left column with the corresponding definitions in the right column. In Slide Show view, click the term in the left column to link to the related slide. To return to this slide, click the underlined term in the related slide.