Microsoft Word 2002

New Perspectives on Microsoft Word 2002 Tutorial 3

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XP

Microsoft Word 2002

Tutorial 3 – Creating a Multiple-Page Report


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XPSet tab stops

• A tab is the space between columns of text or between the margin and text.

• The tab stop identifies the precise location where the text moves when you put a tab in front of it.

• The five major tab-stop alignment styles are left, center, right, decimal, and bar.

• The name of the tab-stop alignment style identifies where the text lines up to the tab stop.

• By default, Word's tab stops are set at every one-half inch.


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XPTab stop styles

The figure below shows the various tab stop styles available in Word, and how text lines up with each style.


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XPSet tab stops using the ruler

• Use the horizontal ruler to select and move existing tab stops.

• To set new tab stops, click the tab alignment selector until the style you want is displayed and then click on the horizontal ruler to set the tab.

• To remove a tab stop, drag it off the horizontal ruler.


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XPThe horizontal ruler

Tab stops can be set directly in the ruler by selecting the type of tab to set, and then clicking in the ruler at the spot to set the tab.Click here to

choose the tab stop type.


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XPSet a left tab stop on the ruler

This figure shows that a left tab stop has been set on the ruler. It also shows the text that the stop was set for and is now aligned with the tab stop.


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XPDivide a document into sections

• A section is a unit or part of a document. • A section break identifies where one section ends and

the next section begins. • Section breaks should only be inserted when you want to

change a feature that can be unique to each section.• These features are the page orientation, margins,

headers, footers, and vertical alignment. For example:– In a long document, you can add section breaks between chapters

to change the name of the chapter in the header or footer – In business documents, you can change the page orientation to

landscape to display a wide table


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XPHow to add a section break

To insert a section break, position the insertion point just to the left of where the section break should occur. Select the Insert menu and then click the Break option. The figure at right shows the Break dialog box, which displays the types of breaks you can insert.


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XPRecognize a section break

This figure shows a document that has had a section break inserted. Notice the line that runs horizontally across the page to indicate the section break. Note also that the status bar shows the page and the section numbers.


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XPChange the vertical alignment of a section

• The vertical alignment identifies where text is displayed between the top and bottom margins. – The vertical alignment options are flush at the top, flush at the

bottom, or centered • The most common vertical alignment is flush at the top,

but you might want to change it for a specific page. • To change the vertical alignment for part of a document,

that part must be in a separate section. • Then, select the Page Setup option from the File menu. • Click the Layout tab and select the type of vertical

alignment.


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XPChange vertical alignment

This figure shows a section of a document (the title page) that is currently flush at the top.


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XPCenter a page between the top and bottom margins

• There are several reasons you might want to center text between the top and bottom margins.

• Title pages, stand-alone graphics, tables in a business document, or brief letters are good candidates for centering text vertically.

• If the page you want to center vertically is part of a longer document, make sure that the page is in a separate section.


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XPCenter a page vertically

Notice that the other pages in the document, which are in a separate section, are not affected by the vertical alignment of the first page.

The title page in the left pane has now been centered between the top and bottom margins.


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XPCreate a header with page numbers

• A header is text printed at the top of every page. • A footer is text printed at the bottom of every page.• Word has great flexibility in handling headers and footers.

– You can specify unique headers and footers for the first page of a document, for even and odd pages in a document without sections, for each section, and for even and odd pages within sections

– Specifying different headers and footers for even and odd pages enables you to place items like page numbers on the outside margin of every page

– Specifying different headers and footers for each section enables you to include items that change, such as chapter titles, in the header or footer

– You can even have some pages with a header and some pages without, such as a title page


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XPAdd a header

This figure illustrates a document with the header area active. The main text area is dimmed, indicating that it is not currently active, and the cursor is in the header area.

The Header and Footer toolbar is also displayed while the header or footer area is active.


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XPView a header

The figure below shows the header that has been added to the document.


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XPCreate a table

• A table organizes information into rows and columns. This makes the information easier to read and understand.

• To display a large amount of information in columns, a table is easier to organize and edit than columns created with tabs.

• You can create tables in two ways:– Create a blank table and insert text into it

– Convert existing text into a table

• To enter text into a table, move the insertion point to the correct cell and begin typing. Word will wrap the text to the next line in the same cell and increase the height of the cells in the row.

• Continue moving the insertion point and entering text to complete your table.


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XPWord table elements

This figure shows the common elements of a Word table. Tables divide data into rows and columns. Table borders help to identify the various cells of the table.


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XPTable navigation keystrokes

The table below shows keystrokes that can be used to move around in a table.


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XPSort the rows in a table

• You can sort the rows in a table based on the contents of one of the columns.

• Rows can be sorted in ascending or descending order based on alphabetical, numerical, or chronological criterion.

• The Sort buttons on the Tables and Borders toolbar provide easy access to the sorting function.

• While all of the sorting options that are available with a spreadsheet or database program are not available in a Word table, basic sorting functions can be performed.


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XPA sample sorted table

The figure below illustrates a Word table with the rows sorted in ascending, alphabetical order.


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XPModify a table's structure

• You can modify the structure of a table in several ways: – Rows can be added between existing rows or at the

beginning or end of a table

– Columns can be added between existing columns or at the beginning or end of a table

– Individual cells can be deleted, merged, and split • You can delete the content of a cell or the structure of the cell

• Merging cells removes the border between the cells

• Splitting cells creates multiple rows or columns


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XPInsert and delete rows

This chart shows several methods for inserting and deleting rows and columns in a table.


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XPFormat a table

• There are many ways to improve the visual appeal of your table. You can: – Adjust the size of the rows and columns

– Change the text alignment

– Modify the borders

– Add a shaded background

– Rotate the text inside a cell


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XPAlign cell borders and use borders

• Adjust the size of the rows and columns in print layout view so you can take advantage of the vertical and horizontal rulers when you drag the borders to new locations.

• Aligning text in the cells makes the data easier to compare or understand.

• Borders can draw attention to important data or enhance the table's appearance.


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XPAlign cell data

Aligning data with the table cells helps to make the table easier to read.


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XPAdd a border below the header row

This figure shows that a thick line border has been added to the bottom of the header row. This helps to separate the header row from the data rows.


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XPUse shading and align the table itself

• Shading highlights important items, such as headings or totals.

• Text can be rotated within a cell, but use this feature cautiously. – It can make the text difficult to read, detracting from your table's

appearance and functionality

• The alignment of the entire table within the margins will affect the table's appearance and impact.

• Aligning the table is done from the Table tab of the Table Properties dialog box


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XPThe Table Properties dialog box

The Table Properties dialog box allows you to specify formatting options for the overall table, for table rows, for table columns, and for individual cells.


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XPA table with shaded headers

This figure shows a table that has light gray shading applied to the header row.

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Microsoft Word 2002