Microsoft Office 2007-Illustrated Introductory, Premium Video Edition Formatting Documents

Microsoft Office 2007-Illustrated Introductory, Microsoft Office 2007-Illustrated Introductory, Premium Video EditionPremium Video Edition

Formatting DocumentsFormatting Documents

2Microsoft Office 2007 - Illustrated Introductory, Premium Video Edition

• Set document marginsSet document margins

• Divide a document into sectionsDivide a document into sections

• Insert page breaksInsert page breaks

• Format columnsFormat columns

• Insert page numbersInsert page numbers

ObjectivesObjectives


• Add headers and footersAdd headers and footers

• Edit headers and footersEdit headers and footers

• Insert a tableInsert a table

• Insert clip artInsert clip art

ObjectivesObjectives


Setting Document MarginsSetting Document Margins

• Document Document marginsmargins are the blank are the blank areas between the edge of the text areas between the edge of the text and the edge of the pageand the edge of the page• Default margins are 1” at the top, Default margins are 1” at the top,

bottom, left, and right sides of the pagebottom, left, and right sides of the page• Changing a document’s margins Changing a document’s margins

changes the amount of text that fits on changes the amount of text that fits on a pagea page



• To adjust a document’s margins:To adjust a document’s margins:• Click the Margins button in the Page Click the Margins button in the Page

Setup group on the Page Layout tab, Setup group on the Page Layout tab, then click Custom Margins then click Custom Margins

• Change margin settings on the Margins Change margin settings on the Margins tab in the Page Setup dialog boxtab in the Page Setup dialog box

• Drag a margin indicator on a ruler to a Drag a margin indicator on a ruler to a new locationnew location


Setting Document Margins Setting Document Margins

Ruler shows location of top margin

Top margin

Ruler shows location of left

margin

Right margin

Left margin



• Page orientation Page orientation • Portrait orientationPortrait orientation means a page is means a page is

taller than it is widetaller than it is wide• The default page orientation for a The default page orientation for a

document is portraitdocument is portrait

• Landscape orientationLandscape orientation means a page is means a page is wider than it is tallwider than it is tall

• Paper sizePaper size• Default paper size is 8.5” x 11”Default paper size is 8.5” x 11”



• The Page Setup dialog boxThe Page Setup dialog box – Margins tabMargins tab

• Change margins, page Change margins, page orientation, and format the orientation, and format the layout of pages in a multiple layout of pages in a multiple page documentpage document

– Paper tabPaper tab• Change paper size and Change paper size and

paper sourcepaper source

– Layout tabLayout tab• Format sections, format Format sections, format

headers and footers, and headers and footers, and change vertical alignmentchange vertical alignment



• Margin options in a multiple page Margin options in a multiple page documentdocument• MirrorMirror marginsmargins are used in documents with are used in documents with

facing pages, such as magazinesfacing pages, such as magazines• Inside and outside margins are a mirror image of Inside and outside margins are a mirror image of

each other each other

• A A guttergutter margin is used in documents that are margin is used in documents that are bound, such as booksbound, such as books

• A gutter adds extra space to the top, left, or inside A gutter adds extra space to the top, left, or inside margin to allow for the bindingmargin to allow for the binding

• Set mirror margins and a gutter on the Set mirror margins and a gutter on the Margins tab of the Page Setup dialog boxMargins tab of the Page Setup dialog box


Dividing a Document Dividing a Document into Sectionsinto Sections• A A sectionsection is a portion of a document that is is a portion of a document that is

separated from the rest of the document separated from the rest of the document by section breaksby section breaks• A A section breaksection break is a formatting mark that is a formatting mark that

shows the end of a sectionshows the end of a section• You divide a document into sections when you You divide a document into sections when you

want to apply different page layout settings, want to apply different page layout settings, such as columns, to sections such as columns, to sections

• Sections are used to vary the layout of a documentSections are used to vary the layout of a document• A document is formatted in a single section by A document is formatted in a single section by

defaultdefault


Dividing a Document Dividing a Document into Sectionsinto Sections

• Insert a section break using the Breaks Insert a section break using the Breaks button in the Page Setup group on the button in the Page Setup group on the Page Layout tabPage Layout tab

• Types of section breaksTypes of section breaksSection Function

Next page Begins a new section and moves the text following the break to the top of the next page

Continuous Begins a new section on the same page

Even page Begins a new section and moves the text following the break to the top of the next even-numbered page

Odd page Begins a new section and moves the text following the break to the top of the next odd-numbered page


Dividing a Document Dividing a Document into Sectionsinto Sections

Section 1 is formatted in one

column

Section 2 is formatted in two columns

Continuous section break


Dividing a Document Dividing a Document into Sectionsinto Sections• Changing page layout settings for a Changing page layout settings for a

sectionsection• Each section in a document can have different Each section in a document can have different

page layout settingspage layout settings• Margins, page orientation, paper size, headers and Margins, page orientation, paper size, headers and

footers, page numbering, vertical alignment, etc.footers, page numbering, vertical alignment, etc.

• To apply page layout settings to an individual To apply page layout settings to an individual section, make sure to click the Apply to list section, make sure to click the Apply to list arrow in the Page Setup dialog box, and then arrow in the Page Setup dialog box, and then click This section click This section


Inserting Page Breaks Inserting Page Breaks

• Vertically aligning text on a pageVertically aligning text on a page• By default, text is vertically aligned with the top By default, text is vertically aligned with the top

margin of a pagemargin of a page• Other vertical alignment optionsOther vertical alignment options

• Text centered between the top and bottom marginsText centered between the top and bottom margins• Text justified between the top and bottom marginsText justified between the top and bottom margins• Text aligned with the bottom marginText aligned with the bottom margin

• Vertically align text only when the text does Vertically align text only when the text does not fill a pagenot fill a page

• Change vertical alignment on the Layout tab of Change vertical alignment on the Layout tab of the Page Setup dialog boxthe Page Setup dialog box


Inserting Page BreaksInserting Page Breaks

• As you type, an As you type, an automatic (soft) page automatic (soft) page breakbreak is automatically inserted when you is automatically inserted when you reach the bottom of a pagereach the bottom of a page• Text flows to the next pageText flows to the next page

• You can force text onto the next page by You can force text onto the next page by inserting a inserting a manual (hard) page breakmanual (hard) page break• Use the Breaks button in the Page Setup Use the Breaks button in the Page Setup

group on the Page Layout tab to insert a page group on the Page Layout tab to insert a page break, or break, or

• Press [Ctrl][Enter]Press [Ctrl][Enter]


Inserting Page BreaksInserting Page Breaks

Manual page break Text that follows break is forced to next page


Formatting ColumnsFormatting Columns

• Format text in columns to make it Format text in columns to make it easier to readeasier to read• Apply column formatting to a document, Apply column formatting to a document,

to a section, or to selected textto a section, or to selected text• Use the Use the Columns buttonColumns button in the Page Setup in the Page Setup

group on the Page Layout tab to quickly group on the Page Layout tab to quickly create columns of equal widthcreate columns of equal width

• Use the Use the Columns dialog boxColumns dialog box to create to create columns, customize the width and spacing columns, customize the width and spacing of columns, and add lines between columns of columns, and add lines between columns



• Control the flow of text in columnsControl the flow of text in columns• Insert a Insert a column breakcolumn break to force text after to force text after

the break to the top of the next columnthe break to the top of the next column• BalanceBalance columnscolumns of unequal length on of unequal length on

a page by inserting a continuous a page by inserting a continuous section break at the end of the last section break at the end of the last column on a pagecolumn on a page

• Insert a column or continuous section Insert a column or continuous section break using the Breaks button in the break using the Breaks button in the Page Setup group on the Page Layout Page Setup group on the Page Layout tabtab



Column break

forces text to the top of the next

column Continuous section break balances the columns on the page



• Hyphenating text in a documentHyphenating text in a document• HyphensHyphens are small dashes that break words at are small dashes that break words at

the end of a linethe end of a line• Hyphenating text helps to control the flow of Hyphenating text helps to control the flow of

text in columnstext in columns• Diminishes the gaps between words in justified textDiminishes the gaps between words in justified text• Reduces ragged right edges in left-aligned text Reduces ragged right edges in left-aligned text

• To hyphenate a document automatically, click To hyphenate a document automatically, click the Hyphenation button in the Page Setup the Hyphenation button in the Page Setup group on the Page Layout tabgroup on the Page Layout tab

• A narrower hyphenation zone results in more A narrower hyphenation zone results in more hyphenated words and a cleaner look to columnshyphenated words and a cleaner look to columns


Inserting Page NumbersInserting Page Numbers

• Automatically number the pages of a document by Automatically number the pages of a document by inserting a page number field inserting a page number field • A A fieldfield is a code that serves as a placeholder for data that is a code that serves as a placeholder for data that

changes in a documentchanges in a document• Click the Page Numbers button in the Header & Footer Click the Page Numbers button in the Header & Footer

group on the Insert tab to insert a page number fieldgroup on the Insert tab to insert a page number field• Select a location, such as bottom of pageSelect a location, such as bottom of page

• Select a preformatted page number and alignmentSelect a preformatted page number and alignment


Inserting Page Numbers Inserting Page Numbers

• Page number fields are inserted in a Page number fields are inserted in a document header or footerdocument header or footer

Page number (in the Footer

area)

Document text (dimmed when the Footer area

is open)



• Moving around in a long documentMoving around in a long document• Scroll Scroll using the scroll barsusing the scroll bars• Browse by Object Browse by Object button below the button below the

vertical scroll barvertical scroll bar• Select object to browse by from the palette Select object to browse by from the palette

of object typesof object types• Object types include next or previous Object types include next or previous

page, section, table, graphic, or other item page, section, table, graphic, or other item of the same typeof the same type



• Insert Quick PartsInsert Quick Parts• Insert a Quick Part field, such as a field for the Insert a Quick Part field, such as a field for the

current date or current timecurrent date or current time• Update content in field automatically each time you Update content in field automatically each time you

open the document, oropen the document, or• Keep content in field as static text Keep content in field as static text • Word uses your computer clock to compute the Word uses your computer clock to compute the

current date and timecurrent date and time

• Click the Quick Parts button in the Text group Click the Quick Parts button in the Text group on the Insert tab, click Field on the menu, click on the Insert tab, click Field on the menu, click the field name in the Field dialog boxthe field name in the Field dialog box


Adding Headers and FootersAdding Headers and Footers

• Add headers and footers to a document Add headers and footers to a document when there is an item you want to appear when there is an item you want to appear on every pageon every page• A A headerheader is text or graphics that appears at is text or graphics that appears at

the top of every page of a documentthe top of every page of a document• A A footerfooter is text or graphics that appears at the is text or graphics that appears at the

bottom of every page of a documentbottom of every page of a document

• Headers and footers often contain Headers and footers often contain information such as document title, author information such as document title, author name, dates, and page numbersname, dates, and page numbers



• Open headers and footers by clicking the Open headers and footers by clicking the Header button or the Footer button on the Header button or the Footer button on the Insert tabInsert tab

• Add text to headers and footers by typing Add text to headers and footers by typing in the Header and Footer areasin the Header and Footer areas• You can also add symbols, borders, graphics, You can also add symbols, borders, graphics,

and other elements to headers and footersand other elements to headers and footers

• The Header & Footer Tools Design tab The Header & Footer Tools Design tab opens when the Header and Footer areas opens when the Header and Footer areas are openare open



• Document text is dimmed when the Header and Document text is dimmed when the Header and Footer areas are openFooter areas are open

• Dimmed text can’t be editedDimmed text can’t be edited• The Header and Footers areas are independent of the The Header and Footers areas are independent of the

document itself and must be formatted separatelydocument itself and must be formatted separately

Header & Footer Tools Design Tab

Header area open with

content control



• Create custom Headers and Footers Create custom Headers and Footers as a Building Blockas a Building Block

• To saveTo save• Select all the text including the last Select all the text including the last

paragraph markparagraph mark• Click the Header (or Footer) buttonClick the Header (or Footer) button• Click Save Selection to Header GalleryClick Save Selection to Header Gallery• Complete the Create New Building Complete the Create New Building

Block dialog boxBlock dialog box


Editing Headers and FootersEditing Headers and Footers

• To edit headers and footers, first To edit headers and footers, first open the Header and Footer areas:open the Header and Footer areas:• Double-click a header or footer in Print Double-click a header or footer in Print

Layout viewLayout view• Insert, delete, and format content Insert, delete, and format content • Change the default tab stops in the Change the default tab stops in the

Header and Footer areas if the default Header and Footer areas if the default document margins were changeddocument margins were changed



• Insert symbolsInsert symbols• A A symbolsymbol is a special character, such as a is a special character, such as a

graphic, shape, or foreign language charactergraphic, shape, or foreign language character• Add a symbol using the Symbol button on the Add a symbol using the Symbol button on the

Insert tabInsert tab

Symbol in a header



• Create different headers and footers:Create different headers and footers:• For the first page of a document or For the first page of a document or

sectionsection• For each section in a documentFor each section in a document• For even- and odd-numbered pages in For even- and odd-numbered pages in

a document or sectiona document or section

• Use the tools on the Header & Footer Use the tools on the Header & Footer Tools Design tab or use the Layout Tools Design tab or use the Layout tab in the Page Setup dialog boxtab in the Page Setup dialog box



• AutoText entriesAutoText entries• Word includes built-in AutoText entriesWord includes built-in AutoText entries

• Such as letter salutations and closingsSuch as letter salutations and closings

• Create and store custom AutoText entries for Create and store custom AutoText entries for information you use frequently information you use frequently

• Such as a company name or logoSuch as a company name or logo

• Use the Quick Parts button in the Text group on Use the Quick Parts button in the Text group on the Insert tab, then click Save Selection to the Insert tab, then click Save Selection to Quick Part GalleryQuick Part Gallery

• Complete the Create New Building Block dialog Complete the Create New Building Block dialog boxbox


Inserting a TableInserting a Table

• Tables illustrate information intended Tables illustrate information intended for quick reference and analysisfor quick reference and analysis• A A tabletable is a grid of columns and rows is a grid of columns and rows

that you can fill with text and graphicsthat you can fill with text and graphics• A A cellcell is the box formed by the intersection is the box formed by the intersection

of a column and a rowof a column and a row• BordersBorders are the lines that divide the rows are the lines that divide the rows

and columns of a table and help you see and columns of a table and help you see the structurethe structure



• Completed table in a documentCompleted table in a document

Border

Row

Column

Cell


Inserting a Table Inserting a Table

• Create a blank tableCreate a blank table• Click the Table button in the Table Click the Table button in the Table

group on the Insert tabgroup on the Insert tab• Click Insert TableClick Insert Table

• Determine the number of columns and rows in Determine the number of columns and rows in the tablethe table

• Choose an option for sizing the width of the Choose an option for sizing the width of the columnscolumns



• Table Tools Design tabTable Tools Design tab• Select Table Style OptionsSelect Table Style Options• Apply Table StylesApply Table Styles• Draw bordersDraw borders

• Table Tools Layout tabTable Tools Layout tab• View table propertiesView table properties• Insert /delete rows, columnsInsert /delete rows, columns• Merge/split cellsMerge/split cells• Align cell contentAlign cell content


Inserting Clip ArtInserting Clip Art

• Illustrate a document with clip art Illustrate a document with clip art • Clip artClip art is a collection of graphic images is a collection of graphic images

that you can insert in a documentthat you can insert in a document• Clip OrganizerClip Organizer, a library of clips, a library of clips • Clips Clips are the media files, including are the media files, including

graphics, photographs, sounds, movies, graphics, photographs, sounds, movies, and animations, that come with Word and animations, that come with Word

• Add clips by clicking the Clip Art button Add clips by clicking the Clip Art button in the Illustrations group on the Insert in the Illustrations group on the Insert tabtab


Inserting Clip ArtInserting Clip Art

• Search for clips using the ClipArt Search for clips using the ClipArt task panetask pane

Search using a keyword

Results of a clip search

Choose type of clips to search

Choose clip collections to search


Inserting Clip Art Inserting Clip Art

• A clip is inserted as an inline graphic A clip is inserted as an inline graphic at the location of the insertion pointat the location of the insertion point• An An inline graphicinline graphic is a graphic that is is a graphic that is

part of the line of textpart of the line of text• A A floating graphicfloating graphic is independent from is independent from

text and can be moved anywhere on a text and can be moved anywhere on a pagepage



• Wrap text around the graphicWrap text around the graphic• Apply a Apply a text wrapping styletext wrapping style • Click the Text Wrapping button in the Arrange Click the Text Wrapping button in the Arrange

group on the Picture Tools Format tabgroup on the Picture Tools Format tab

Floating graphic

Faded image shows graphic being dragged

Sizing handle



• Picture Tools Format tabPicture Tools Format tab• Adjust contrast, brightness, Adjust contrast, brightness,

compression, and so on in the Adjust compression, and so on in the Adjust groupgroup

• Apply a style from the gallery in the Apply a style from the gallery in the Picture Styles groupPicture Styles group

• Position, wrap text, flip, group, and so Position, wrap text, flip, group, and so on in the Arrange groupon in the Arrange group

• Crop and change height or width in the Crop and change height or width in the Size groupSize group


SummarySummary

• The page-formatting features of Word The page-formatting features of Word allow you to creatively lay out and design allow you to creatively lay out and design the pages of documents:the pages of documents:• Change marginsChange margins• Vary the layout of a document by creating and Vary the layout of a document by creating and

formatting sections formatting sections • Format text in columnsFormat text in columns• Add page numbersAdd page numbers• Add headers and footers Add headers and footers • Illustrate a document with tables and clip artIllustrate a document with tables and clip art