Cs 110 r18 part 4.2 2020 03 15 word

CS 110 R18 PART 4.2
START THESE SLIDES ONLY AFTER YOU HAVE OFFICE 365 INSTALLED ON Y OUR COMPUTER
MAKE SURE IT IS VERSION 365
CAN BE DOWNLOADED FROM MYJCU, REFER TO THE FIRST SET OF INSTRUCT IONS ON MOODLE
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Now start a MS Word project
We’ll all use a common first project to apply the features learned.
The learning project will be the same for all of you
Each one will work individually. Ok well, obviously, this being remote teaching…
The technique is:
1. Find text on the Internet: select and copy paragraphs from a reliable source
2. Paste TEXT ONLY so to remove any unwanted format or hidden control characters coming
from the source web site
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The “Kingdom of Bhutan” brochure project
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Each student will produce a Word document “brochure-style” on the Kingdom of Bhutan, FOLLOWING
CLOSELY MY INSTRUCTION
This document will be our practice exercise to learn the professional use of Word (formatting, building
blocks, sections)
The “Bhutan Brochure” will also serve you as a guideline for the test on Word scheduled in two weeks
from now.
Text for the brochure will be taken from the Wikipedia link https://en.wikipedia.org/wiki/Bhutan

The “Kingdom of Bhutan” brochure project
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Each student will produce a Word document “brochure-style” on the Kingdom of Bhutan, FOLLOWING
CLOSELY MY INSTRUCTION
This document will be our practice exercise to learn the professional use of Word (formatting, building
blocks, sections)
The “Bhutan Brochure” will also serve you as a guideline for the test on Word scheduled in two weeks
from now.
Text for the brochure will be taken from the Wikipedia link https://en.wikipedia.org/wiki/Bhutan
THE FIRST OPERATION IN PREPARING A PROFESSIONAL REPORT IS FILLING IT WITH THE CONTENT, THE
UNFORMATTED CONTENT.
STYLE, FORMATS, AND ADJUSTEMENTS COME AFTER THE CONTENT (OR GOOD PART OF IT) IS WRITTEN

Open the Wikipedia link and copy just
the text of the introduction
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Paste TEXT
ONLY
Once SELECTED and COPY text from
the Internet Source
RIGHT CLICK on the document you
are creating and paste using KEEP
TEXT ONLY option
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Paste as text only on a new blank word
document
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Repeat the operation for the following
three sections
Etymology
History
Geography
--- ALWAYS PASTE AS TEXT ONLY ---
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Now let us clean up a bit the content
1. Delete extra lines
2. Delete footnotes, the numbers enclosed in square brackets [ ] as we do not include the
Wikipedia footnotes
3. Make sure all chapter's titles are there at the right place (I did not copy/paste “History”, mus
be rewritten)
4. Delete the captions of the pictures and any extra information from Wikipedia like [edit]
The final result should be like what shown in next slide
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View the word in multiple page mode
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PAUSE TO CLEAN UP THE DOCUMENT
15 MINUTES ALLOWED TO CLEAN EXTRA LINES, FOOTNOTES ETC
Save the document as BHUTAN.DOCX ON YOUR CS 110 FOLDER ON YOUR COMPUTER
We’ll keep working on it after you cleaned it up.
Resume learning then with slide show CS 110 R18 4.3
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Document formatting
Direct Formatting v/s Style and
Theme
14 sept 2019
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When copy-paste from web or other sources
BEFORE PASTE right-click and use «keep text
only»
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Important to avoid troubles later on in your styling of the Word doc

Direct formatting
When you SELECT part of the doc, and apply formatting “by hand” to each component of the
doc: titles, subtitles, special quotations etc
If you have to change the format of a class of components, say all chapter titles, you have to
manually correct all
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Document formatting - Style basics in
Word
By contrast, when you use styles to format your document, you
can quickly and easily apply a set of formatting choices
consistently throughout your document.
A style is a set of formatting characteristics, such as font name, size, color, paragraph alignment and
spacing. Some styles even include borders and shading.
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For example, instead of taking three separate steps to
format your heading as 16-point, bold, Cambria, you can
achieve the same result in one step by applying the built-in
Heading 1 style. You do not need to remember the
characteristics of the Heading 1 style. For each heading in
your document, you just click in the heading (you don't
even need to select all the text), and then click Heading 1
in the gallery of styles.

Document formatting - Style basics in Word
Using direct formatting
Word provides several ways for you to format document.
You can select the text, and, as an example, apply bold formatting, and then apply a slightly larger font size
than the size that you use for the body text.
Applying formatting in this manner is known as direct formatting. The process of applying direct formatting
can be tedious. It's easy to make mistakes, and you might not get a good looking document. In the example in
the previous paragraph, you must repeat the direct formatting process for each heading, and you must be
careful to select the same font size every time.
Furthermore, documents that are formatted by direct formatting are difficult to update. If you want to
change the look of the document, you must select each element and apply the new formatting choices.
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Document formatting using STYLES
By contrast, when you use styles to format your document, you
can quickly and easily apply a set of formatting choices
consistently throughout your document.
A style is a set of formatting characteristics, such as font name, size, color, paragraph alignment and
spacing. Some styles even include borders and shading.
For example, instead of taking three separate steps to
format your heading as 16-point, bold, Cambria, you can
achieve the same result in one step by applying the built-in
Heading 1 style. You do not need to remember the
characteristics of the Heading 1 style. For each heading in
your document, you just click in the heading (you don't
even need to select all the text), and then click Heading 1
in the gallery of styles.

Document formatting
DO NOT USE Direct Formatting
USE Style and Theme
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Document formatting
Direct Formatting
Style and Theme

Doc formatting – RULES part 1
Always use style and theme
Assign a structure to the doc content (use heading1,2,3)
◦ Heading1 is the chapter title
◦ Heading2 is a paragraph heading
◦ Heading3 is a sub-unit of the paragraph
24
NOT SEQUENTIAL – RATHER LEVELS OF IMPORTANCE

Document formatting using styles
STYLES
Heading 1
Heading 2, 3 …
FORM THE AUTOMATIC TABLE OF CONTENTS (TOC)
one of the important «BUILDING BLOCKS» of Word
AN UPDATED TABLE OF CONTENTS WILL ALWAYS BE MANDATORY IN ALL CS110 TESTS
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What to do to produce correct word docs
1. Open Word, blank doc
2. (Usually) go to the Internet, or where directed by teacher, select content
3. Paste content using TEXT ONLY paste option
4. Assign Headings, styles (normal, others) AND chose final THEME
5. Create a TOC
6. Repeate steps 2,3,4 until you think you complied with all requirements and doc is complete
7. Update last time TOC (do it pls, missing this is a silly way to lose 5 pts)
8. Save
9. Print in pdf (save in pdf)
10. E-mail doc & pdf to sgazziano@johncabot.edu
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First exercise: write a paper on “open
source”
Strategy:
◦ 1 - Find source material (Wikipedia or open source ages)
◦ 2 – Apply styles
◦ 3 – include pictures
◦ 4 - … there’s more… we’ll see
1. Copy text from
2. Paste TEXT ONLY
1. Use some elegance: remove footnotes, picture captions, extra blank lines,
3. Apply STYLES (title, heading1/2/3)
4. Modify Normal Style to Arial 12 justified
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Document formatting using styles
STYLES CAN BE MODIFIED
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Style Using THEMES
What is in a THEME ?
THEMES change the set of STYLES

Style Using THEMES
What is in a THEME ?
Document Themes enable you to change the way that text, tables, and special elements are formatted
throughout your document. A Theme includes the following elements:
The font used for headings and body text (including the color, style, and spacing)
Theme effects including 3-D effects,
shadowing, lighting, and more

When you adopt a new THEME
All STYLES are reset no the new THEME standard
This means you have to modify the “NORMAL” style of the new THEME to “justified”
Remember - THEMES contain STYLES
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TOC – Table of Contents
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Summary and Table of Contents
The MS Training LINK
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Styles and TOC and organization of a neat document
STYLES: HEADING 1,2,3 ARE ENTRIES FOR THE TOC
TOC IS MANDATORY (on a separate page)
1. COVER PAGE ALONE
2. NEW PAGE WITH TOC
3. NEW PAGE WITH BEGINNING OF STORY

Styles and TOC
STYLES:
HEADING 1,2,3
ARE ENTRIES FOR THE TOC
(Table of Contents)
TOC IS MANDATORY (on a separate
page)
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Second exercise: always on the paper on
“open source”
Strategy:
1. Copy text from
2. Paste TEXT ONLY
4. Modify Normal Style to Arial 12 justified
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Now modify “Normal Style”
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Right click the normal style box select justified 12

Third exercise: always on the paper on
“open source”
Strategy:
1. Copy text from
2. Paste TEXT ONLY
4. Create a TOC in a separate page (top of doc)
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Apply headings and TOC to the Open
Source doc
Please apply headings, toc and justify normal style
Please have your doc visible on screen for «inspection», and/or help
Now apply also a cover page with a proper image
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The COVER PAGE (is NOT a title page)
One more «building
block», not just one more
page of the doc
Cover Page is selected
among available on your
WORD. IT IS NOT another
page with the title
16 sept ends here
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Header and Footer
Two restricted areas in the doc writing space
Useful for headings for all doc, and page number aat bottom of page
Optionally different from first page
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Header, Footer, and Quick Parts from MS
Word
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Quick Parts : date, time, author, etc
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Recover you Bhutan doc (if you do not
have it, write one anew), and make
something : 3 to 5 pages.
Save as .docx, save also as pdf, email both files to sgazziano@johncabot.edu3/19/2020 44
Requirement Points
Paste “TEXT ONLY” and apply a “style” to all parts
(Title, Heading1, heading2, normal)
20
Modify normal style to justified, times new roman,
12
20
Insert a cover page, and if any, change the picture
to something related to the content
20
Create a TOC in a separate page, after cover page
and before the beginning of the doc. Put the
“TITLE” of the doc in the TOC page
20
Enter your name on footer, the title in header 20
Bhutan doc content:
- Intro
- Geography
- History
- Tourism

What to do to produce correct word docs
1. Open Word, blank doc
2. (Usually) go to the Internet, or where directed by teacher, select content
3. Paste content using TEXT ONLY paste option
4. Assign Headings, styles (normal, others) AND chose final THEME
5. Create a TOC
6. Repeate steps 2,3,4 until you think you complied with all requirements and doc is complete
7. Update last time TOC (do it pls, missing this is a silly way to lose 5 pts)
8. Save
9. Print in pdf (save in pdf)
10. E-mail doc & pdf to sgazziano@johncabot.edu
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Quick Parts : quick date, time
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Insert :
- Date time and title in the header
- Author and page # in the footer

The «good document» has:
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4 – Content pages … the
rest of the document with
Header, Footer, Margins
TOC here only when
very small

Portable Document Format - PDF
Produced when «save as» and choose PDF format
WYSIWYG (what you see is what you get) format
Prints and shows on screen ALWAYS same way, mno matter what version of word, office, screen,
printer, whatever….
It is (normally) NO MODIFY
It can be «NO COPY» too (requires pro version and options)
Very useful to send out docs you do NOT want people to modify
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Class practice: topic is BIG DATA
Open a new Word document, this will be
our practice doc for few classes
Find the pdf on Moodle
Copy the text from the first 3 slides, and
PASTE TEXT ONLY
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Document formatting: margins and lists
You can use Word’s alignment commands to change how text and objects are positioned
horizontally on a page. By default, Word left-aligns text and objects.
You can also choose to center text and objects on a page (using the Center command), align text
and objects to the right side of the page (using the Right Align command), or justify text and
objects so that they line up at both the left and right margins of the page (using the Justify
command).
You can change the alignment of all the text and objects in your document or change the
alignment of individual paragraphs and objects.
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Margins

Document
formatting:
margins and
lists

Setting
tabs

Setting
Margins

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Docume
nt
formatti
ng:
margins
and lists
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Document
formatting
: margins
and lists
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Setting tabs
a TAB is a preset stop on
the page lines, «hand
made», not just each 0.5
inches
Shown by a little L shaped
black marker on the ruled
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MS Word lists
Create a bulleted or numbered list
◦ Applies To: Word 2016 Word 2013 Word 2010 Word 2007
You can quickly add bullets or numbers to existing lines of text, or
Word can automatically create lists as you type. By default, if you
start a paragraph by typing an asterisk followed by a space, Word
creates a bulleted list. Or if you begin by typing an actual number,
then Word creates a numbered list. If you don't want your text turned
into a list, you can click the AutoCorrect Options button Button image
that appears and choose an option.
You can change how lists are handled in all documents. See turn on or
turn off automatic bullets or numbering to learn more.
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Multilevel lists can change the style of
headings
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File system test -
Retrieve your file system doc, from X:/CS110/ file system.doc
1. Apply a multilevel list TO HEADINGS
2. Create a numbered list on chapter 3
1. Save an updated TOC
2. Save the entire doc as a PDF
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Insert an online picture
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Modify graphics object in Office
Pictures and other types of images are also called graphic objects.
If a graphic object is not positioned where you want it or if it is too large or too small, you can
move or resize it.
When you select a graphic object, handles appear on each side of the graphic object; you can
use these handles to resize it. Alignment guides — green lines — appear as you move a graphic
object to help you determine where to place it.
Once you have picked the spot for the graphic, the alignment guides disappear.
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Modify graphics object in Office
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Pictures directly modified inside an
Office doc
Find a picture (copy / paste)
Modify pic using Word tools
Frame pic
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Graphics objects
In addition to inserting, moving, and resizing pictures as described in this chapter, you can insert
and modify other types of graphic objects — shapes, screenshots, SmartArt, WordArt, and
charts — in all Office programs except Access.
The available graphic objects vary from program to program; the specific types of available
graphic objects appear on the Insert tab of the program.
You insert these objects using basically the same techniques you use to insert pictures.
You can modify an object’s appearance using a variety of Ribbon buttons that appear on a Tools
tab specific to the type of graphic object you select.
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Frame Pictures in
Word
INSERT TAB – pictures
Right-click on pic ands select “text
wrapping”
Choose the best option (usually
frame) then move the pic to the final
location
◦ There is also the backgroud option
available
Use captions. Pic and caption will be
two independent blocks on the doc
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Frame Pictures in
Word
INSERT TAB – pictures
Right-click on pic ands select “text
wrapping”
Choose the best option (usually
frame) then move the pic to the final
location
◦ There is also the backgroud option
available
Use captions. Pic and caption will be
two independent blocks on the doc
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OUR RULES:
Pics framed square
Caption included

Class practice: topic is BIG DATA
BIG DATA first line is “Title”
Internet-….. Is subtitle
“topics” to be deleted
“What is “Big data… as a heading 1
“separating…” goes as Heading1
“Big Data 3V” also a Head1
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Unleash your creativity on the Big Data
report, comply with the following
requirements
1. Implement a complete document, taking text and pictures fro Internet sources
2. Find text on wikipedia page for Big Data and PASTE TEXT ONLY
3. Insert a COVER PAGE with picture from templates, and change the original image to something related to Big
Data
4. Include a separate title page
5. Insert Header with your name and document title and Footer with page number
6. Normal style must be modified to justified, font size 12
7. Appy heading1, heading 2 when appropriate
8. Create a TOC on a separate page
9. Use margins for a timeline of the value of world data available 2015, 2016, 2017 (worldwide, or per selected
country)
10. Save file and email to sgazziano@johncabot.edu - not graded, feel free to ask support
3/19/2020 79

MS Word: Sections and footnotes
Sections
◦ Useful to change layout within the document (part portrait, part
landscape) (part one column, part multiple column, etc etc)
◦ Page number can continue or discontinue
Footnotes
◦ Go in the footer
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Section breaks – check page
numbers
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WE WANT THE PAGE NUMBERS ON
If there is no page num  INSERT page num
IF page num is wrong FORMAT page num

Retriefe file sys doc
Enter Section break to next page (from LAYOUT TAB)
◦Before Chap 2
◦Before chap 4
◦Set chap 3 ( i.e. section 2)“landscape”
◦Set all following chapters (section 3) as “portrait” again
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Sections and multiple columns
Header / Footer
Orientation changes from Portrait to Landscape and back
Set up Columns / multiple columns in a section
Have Word tell you which Section you are in
Insert a Watermark, Stock or Custom, and Add Your Custom Watermarks to the Gallery
Insert a Watermark on only the first page of a multi-page document (or only on continuation pages)
Set different page margins for different Sections
Set Page Borders for a document or a particular section including different first page
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All of the above is affected by a section break: i.e. Applies only to a specific section

Footnotes
Numbered notes within the text that refer to either a footer note or a note at the end of the doc
(like a bibliography)
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Spelling checker and find / replace
Spelling checker is no more a pay option, Multilanguage version must be installed
From the REVIEW TAB. Options include spelling / grammar / extra spaces
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Spelling checker and find / replace
From the REVIEW TAB. –
LANGUAGE –
LANGUAGE PREFERENCE
See options
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Spelling checker – proofing options
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Find / Replace tool…. Self explanatory
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Page color & watermark
90
From the DESIGN TAB - LAST GROUP ON THE RIGHT

91
Use background colour wisely, DO NOT HAMPER readability
Once upon a time it was useful to make photocopies unreadable

92
Use background colour wisely, DO NOT HAMPER readability
Once upon a time it was useful to make photocopies unreadable

93
Use background colour wisely, DO NOT HAMPER readability,
Sometimes useful to make photocopies unreadable

Class practice test
Recover the Polinesia test
Add a section break before the «Island» header
Apply to section 2 PAGE LAYOUT – COLUMNS – TWO COLUMNS
Add a list using heading multilevel list so that the toc looks like
Apply watermark and a light background color
Add another section break before last chapter «Food»
Apply to section 3 a layout one column and orientation Landscape
Ok let me see all that: all these will be part of the midterm
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THE IMPORTANT THING
IS TOC IS A MULTILEVEL
NUMBERED LIST

MS Word – the 3 «last but not least»
topics
Inserting references and tables
Tracking changes, merging documents
Master and subdocuments.
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Tables in MS Word
see the MS support link
One of the most powerful features in Word and the basis for a limitless variety of
documents. Very easy to create. Rows and Columns just like in Excel.
INSERT TAB - TABLES group - Click TABLE.
You can
- Insert and delete rows and columns
- Merge and split cells
- Change row height and column width
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Insert a row (or colums)
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Right-click left of
the row you
want to add
more rows
Same for
columns

Formulas
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TABLE TOOLS
LAYOUT TAB
FORMULAS
FORMULAS ARE
NOT
AUTOMATICALLY
UPDATED
(DIFFERENCE
WITH EXCEL)

Formulas update must be done manually
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99
RIGHT-CLICK ON THE RESULT
SELECT UPDATE FIELD

Tables in MS Word
Format Tables: use the
◦ TABLE STYLES
◦ in the DESIGN group
Formulas can be added from
TABLE TOOLS- LAYIOUT
group
Formulas are NOT
automatically recalculated
when numbers change
(Word is not Excel)
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Table practice
Retrieve Polynesia exercise
Insert a MS WORD Table like the following
Insert a =SUM(LEFT) to calculate the total
https://support.office.com/en-us/article/use-a-formula-in-a-table-in-word-for-mac-2a6f25d4-51f1-
4154-b3fb-e4d6ac40c99b
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Visitors per
year
Polynesia Melanesia Micronesia Total
2010 3000000 1500000 55000
2014 4000000 2000000 100000
2018 4000000 3000000 200000

MS Word: Tracking changes
This chapter introduces several features that go beyond the need of the typical student and
extend to capabilities that you will appreciate in the workplace, especially as you work with
others on a collaborative project.
Workgroup editing: where suggested revisions from one or more individuals can be stored
electronically within a document.
The original author can review each suggestion individually before it is incorporated into the
final version of the document, and enables multiple people to work on the same document in
collaboration with one another
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Inserting comments in a document.
A comment is a note or annotation about the content of a document. A markup balloon is a
colored circle that contains comments and display in the margins.
Click the document where you want the comment to appear, display the Review tab and click
new comment in the comment group to open the markup balloon. Enter the text of your
comment and click outside the balloon area.
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Revisions: REVIEW TAB – TRACK CHANGES
Track changes allow to insert automatic revision marks and markup balloons for changes in
additions, deletions and formatting.
Whether you work individually or with a group, you can monitor any revisions you or others
make to a document.
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TRACKING CHANGES

MS Word : Tracking changes
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Original showing
markup – view
shows a line
through deleted
text and put
inserted text in a
markup balloon
Final showing
markup – view
shows inserted text
in the body and
puts deleted text in
a markup balloon

VIEWING DOCUMENTS SIDE BY SIDE
The COMPARE feature evaluates the contents of two or more documents and displays markup
balloons showing the differences.
View side by side and syncronous scrolling are useful when several people work on their own
copy of the document
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VIEWING DOCUMENTS SIDE BY SIDE
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Practice compare docs
Open last word doc
Save it as «original.docx»
Add a line or two in any point
Save the modified doc as «revised-docx»
He on the REVIEW tab, select the COMPARE command and justaxpose the two doc so ha the
added lines are shown on screen
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Master And SubdocumentsM&S is a way to
1. develop smaller documents
2. combine them together
3. into a larger document.
The classic example is chapters in a book.3/19/2020 110

Master And Subdocuments
The MS Help link on master and subdocuments
Select your main folder
Open a new document or an existing one
Use View Tab – Outline command: an Outline tab appears
Create a title and headings
Make sure expand option is active
Outline tab: create subdocument
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Master And Subdocuments
The MS Help link on master and subdocuments
Select your main folder
Open a new document or an existing one
Use View Tab – Outline command: an Outline tab appears
Create a title and headings
Make sure expand option is active
Outline tab: create subdocument
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Word on Mobile Devices
Edit or create documents from just about anywhere using the Word mobile app on your mobile device.
Install Word on your mobile device Go to the download site for your device:
◦ To install Word on a Windows device, go to the Windows Store.
◦ To install Word on an Android device, go to the Play Store.
◦ To install Word on an iPhone or iPad, go to the App Store.
Search for the Word mobile app.
Tap Microsoft Word or Word mobile.
Tap Install, Get or Download.
Open the Word mobile app for the first time On your device, tap the Word app.
◦ Sign in with the account you use with Office 365.
Be productive on the go
Create and save your documents on your device or in OneDrive.
Edit and format text, even using Styles. Tap the ribbon to see all of your options.
Word saves changes you make automatically so you don't have to worry about losing your work.
Share files with your coworkers by sending a link or attachment.
Open attached documents from your email and edit or comment on documents directly in the Word mobile app.
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General rules for a good document
Apply a structure to your document:
◦ Titles, headings, ....
◦ Start with the doc outline: (chapters titles)
◦ Choose a Theme and a Style that matches your audience
◦ Write down the content first, then format
◦ Always PASTE UNFORMATTED as text only)
◦ Justify text (normal style justified)
◦ Frame pictures «square»
◦ Start new chapters on a new page if after 2/3 of page
◦ Cover page + Title age + TOC page, all separate page before the content
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Rules for a decent Word document
Adjust text both side
Clear font
Wrap text around pictures with harmony («square mode» is a good option, not the only one.
Change page with new chapter
Use headings, TOC, page #, footnotes, biblio
URL (web links) always in footnotes.
Use theme, style, cover page, appropriate to the business/expected reader of the paper
Save often
Use «publish as PDF» to send paper to just readers
Check file properties, author.
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Ten other basic rules
1: Use Styles
2: Don't Confuse Headers And Headings
3: Don't Just Format A Piece Of Text
4: Use The Minimum Of Styles
5: Do You Really Need That Image?
6: Do You Really Need That Table?
7: Do You Really Need That Text Box?
8: Don't Use Tabs And Spaces To Position Text
9: Don't Use The Enter Key Twice
10: Use Control + Enter to Force a New Page
Courtesy of Duxburysystems
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116

More Word guidelines references
How to write a good research paper
◦ (courtesy of Connecticut State Colleges and Universities, USA)
How to make a document look good
◦ (courtesy of The University of Edimburgh, UK)
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Recap exercise
◦ tbd
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Practice test : US elections
Draft a memo to your «fellow colleagues» of a communication agency, on how the election in
the US work
US election are state by state elections.
Voter do NOT elect a president directly, they rather vote for «delegates» to be sent to
Washington in 3 months and there actually elect the president.
The winner takes all state delegates
President wins elections when wins majority of delegates, not necessarily the majority of
popular vote
3/19/2020 119

Cs 110 r18 part 4.2 2020 03 15 word

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