Chapter 4 - TeacherWeb

Chapter 4 - TeacherWeb

Microsoft Word 2010

4

Creating a Document with a Title Page, Lists,

Tables, and a Watermark

Objectives

You will have mastered the material in this project when you can:

Border a paragraph

Insert formatted headers and footers

Change paragraph indentation

Sort lists and tables

Insert and format a SmartArt graphic

Use the format painter

Apply character effects

Insert a section break

Add picture bullets to a list

Create a multilevel list

Insert a Word document in an open document

Modify and format Word tables

Sum columns in a table

Change theme fonts

Create a watermark

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Microsoft Word 2010

4

Creating a Document with a Title Page, Lists,

Tables, and a Watermark

Introduction

During the course of your business and personal endeavors, you may want or need to provide a recommendation to a person or group of people for their consideration. You might suggest they purchase a product, such as vehicles or books, or contract a service, such as designing their Web page or remodeling their house. Or, you might try to convince an audience to take an action, such as signing a petition, joining a club, or donating to a cause. You may be asked to request funds for a new program or activity or to promote an idea, such as a benefi ts package to company employees or a budget plan to upper management. To present these types of recommendations, you may fi nd yourself writing a proposal.

A proposal generally is one of three types: sales, research, or planning. A sales

proposal sells an idea, a product, or a service. A research proposal usually requests funding for a research project. A planning proposal offers solutions to a problem or improvement to a situation.

Project Planning

Guidelines

The process of developing a document that communicates specifi c information requires careful analysis and planning. As a starting point, establish why the document is needed.

Once the purpose is determined, analyze the intended readers of the document and their unique needs. Then, gather information about the topic and decide what to include in the document. Finally, determine the document design and style that will be most successful at delivering the message. Details of these guidelines are provided in Appendix A. In addition, each project in this book provides practical applications of these planning considerations.

Project — Sales Proposal

Sales proposals describe the features and value of products and services being offered, with the intent of eliciting a positive response from the reader. Desired outcomes include the reader accepting ideas, purchasing products, contracting services, volunteering time, contributing to a cause, or taking an action. A well-written proposal can be the key to obtaining the desired results.

The project in this chapter follows generally accepted guidelines for writing short sales proposals and uses Word to create the sales proposal shown in Figure 4 – 1. The sales proposal in this chapter is designed to persuade readers to join a health club. The proposal has a colorful title page to attract readers’ attention. To add impact, the sales proposal has a watermark consisting of the text, GET FIT!, positioned behind the text and graphics on each page. It also uses lists and tables to summarize and highlight important data.

WD 202

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Microsoft Word 2010 border watermark border

SmartArt graphic header picture bullets

Figure 4 – 1 (a) Title Page

header multilevel list watermark formatted table watermark formatted table footer footer

Figure 4 – 1 (b) First Page of Body of Proposal

WD 203

Figure 4 – 1 (c) Second Page of Body of Proposal

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 204

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Overview

As you read through this chapter, you will learn how to create the sales proposal shown in Figure 4 – 1 on the previous page by performing these general tasks:

• Create a title page.

• Save the title page.

• Insert a draft of the body of the sales proposal below the title page.

• Edit and enhance the draft of the body of the sales proposal.

• Save and print the sales proposal.

Plan

Ahead

General Project Guidelines

When creating a Word document, the actions you perform and decisions you make will affect the appearance and characteristics of the fi nished document. As you create a sales proposal, such as the project shown in Figure 4 – 1, you should follow these general guidelines:

1. Identify the nature of the proposal. A proposal may be solicited or unsolicited. If someone else requests that you develop the proposal, it is solicited. Be sure to include all requested information in a solicited proposal. When you write a proposal because you recognize a need, the proposal is unsolicited. With an unsolicited proposal, you must gather information you believe will be relevant and of interest to the intended audience.

2. Design an eye-catching title page. The title page should convey the overall message of the sales proposal. Use text, graphics, formats, and colors that refl ect the goals of the sales proposal. Be sure to include a title.

3. Compose the text of the sales proposal. Sales proposals vary in length, style, and formality, but all are designed to elicit acceptance from the reader. The sales proposal should have a neat, organized appearance. A successful sales proposal uses succinct wording and includes lists for textual messages. Write text using active voice, instead of passive voice. Assume that readers of unsolicited sales proposals have no previous knowledge about the topic. Be sure the goal of the proposal is clear. Establish a theme and carry it throughout the proposal.

4. Enhance the sales proposal with appropriate visuals. Use visuals to add interest, clarify ideas, and illustrate points. Visuals include tables, charts, and graphical images

(i.e., photos, clip art).

5. Proofread and edit the proposal. Carefully review the sales proposal to be sure it contains no spelling, grammar, mathematical, or other errors. Check that transitions between sentences and paragraphs are smooth. Ensure that the purpose of the proposal is stated clearly. Ask others to review the proposal and give you suggestions for improvements.

When necessary, more specifi c details concerning the above guidelines are presented at appropriate points in the chapter. The chapter also will identify the actions performed and decisions made regarding these guidelines during the creation of the sales proposal shown in Figure 4 – 1.

To Start Word

If you are using a computer to step through the project in this chapter and you want your screens to match the fi gures in this book, you should change your screen’s resolution to 1024

× 768. The next steps, which assume Windows 7 is running, start

Word based on a typical installation. You may need to ask your instructor how to start Word for your computer.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 205

1

2

3

4

5

6

7

Click the Start button on the Windows 7 taskbar to display the Start menu.

Type

Microsoft Word

as the search text in the ‘Search programs and fi les’ text box and watch the search results appear on the Start menu.

Click Microsoft Word 2010 in the search results on the Start menu to start Word and display a new blank document in the Word window.

If the Word window is not maximized, click the Maximize button next to the Close button on its title bar to maximize the window.

If the Print Layout button on the status bar is not selected (shown in Figure 4 – 2 on page WD 207), click it so that your screen is in Print Layout view.

If your zoom percent is not 100, click the Zoom Out button or Zoom In button on the status bar as many times as necessary until the Zoom button displays 100% on its face

(shown in Figure 4–2).

If the rulers are not displayed already, click the View Ruler button on the vertical scroll bar, or place a check mark in the Ruler check box (View tab | Show group), because you will use the rulers for several tasks in the creation of this project.

To Display Formatting Marks

1

2

It is helpful to display formatting marks that indicate where in the document you pressed the

enter

key,

spacebar

, and other keys. The following steps display formatting marks.

If necessary, click Home on the Ribbon to display the Home tab.

If the Show/Hide ¶ button (Home tab | Paragraph group) is not selected already, click it to display formatting marks on the screen.

To Change Theme Colors

Word provides document themes that contain a variety of color schemes to assist you in selecting complementary colors in a document. You should select a color scheme that refl ects the goals of a sales proposal. This proposal uses the Solstice color scheme.

The following steps change theme colors.

1

Click the Change Styles button (Home tab | Styles group) to display the Change Styles menu and then point to Colors on the Change Styles menu to display the Colors gallery.

2

If necessary, scroll to and then click Solstice in the Colors gallery to change the document theme colors to the selected color scheme.

Creating a Title Page

A title page is a separate cover page that contains, at a minimum, the title of a document.

For a sales proposal, the title page usually is the fi rst page of the document. Solicited proposals often have a specifi c format for the title page. Guidelines for the title page of a solicited proposal may stipulate the margins, spacing, layout, and required contents such as title, sponsor name, author name, date, etc. With an unsolicited proposal, by contrast, you can design the title page in a way that best presents its message.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Plan

Ahead

Design an eye-catching title page.

The title page is the fi rst section a reader sees on a sales proposal. Thus, it is important that the title page appropriately refl ects the goal of the sales proposal. When designing the title page, consider its text and graphics.

Use concise, descriptive text.

The title page should contain a short, descriptive title that accurately refl ects the message of the sales proposal. The title page also may include a theme or slogan. Do not place a page number on the title page.

Identify appropriate fonts, font sizes, and colors for the text.

Use fonts that are easy to read. Avoid using more than three different fonts because too many fonts can make the title page visually confusing. Use larger font sizes to add impact to the title page.

To give the title more emphasis, its font size should be larger than any other text on the title page. Use colors that complement each other and convey the meaning of the proposal.

Use graphics to reinforce the goal.

Select simple graphics that clearly communicate the fundamental nature of the proposal. Possible graphics include shapes, pictures, and logos. Use colors that complement text colors. Be aware that too many graphics and colors can be distracting. Arrange graphics with the text so that the title page is attractive and uncluttered.

Normal Style

If your screen settings differ from Figure 4 – 2, it is possible the default settings in your Normal style have been changed.

Normal style settings are saved in a fi le called normal.dotm. To restore the original Normal style settings, quit Word and use Windows Explorer to locate the normal.dotm fi le (be sure that hidden fi les and folders are displayed, and include system and hidden fi les in your search — you may need to use Help to assist you with these tasks).

Rename the normal.dotm fi le as oldnormal.dotm.

After the normal.dotm fi le is renamed, it no longer will exist as normal.dotm.

The next time you start

Word, it will recreate a normal.dotm fi le using the original default settings.

To Format Characters

1

2

3

4

5

The title page of the sales proposal in this project (Figure 4 – 1a on page WD 203) contains a colorful title that is surrounded by a border with some shading, an artistic graphic with text, a colorful slogan, and the faded words, GET FIT!, in the background.

The steps on the next several pages create this title page. The faded words, GET FIT!, are added to all pages at the end of the chapter.

The title in the sales proposal should use a large font size and an easy-to-read font, and should be the focal point on the page. The following steps enter the title, All Seasons

Health Club, with the fi rst two words centered on the fi rst line and the second two words centered on the second line.

6

Click the Center button (Home tab | Paragraph group) to center the paragraph that will contain the title.

Click the Font box arrow (Home tab | Font group). Scroll to and then click Berlin Sans

FB Demi (or a similar font) in the Font gallery, so that the text you type will use the selected font.

Click the Font Size box arrow (Home tab | Font group) and then click 72 in the Font Size gallery, so that the text you type will use the selected font size.

Type

All Seasons

and then press the

ENTER

key to enter the fi rst line of the title.

Click the Font Color button arrow (Home tab | Font group) and then click Red, Accent 3

(seventh color, fi rst row) in the Font Color gallery, so that the text you type will use the selected font color.

Type

Health Club

as the second line of the title (shown in Figure 4 – 2).

To Border a Paragraph

When you click the Border button (Home tab | Paragraph group), Word applies the most recently defi ned border, or, if one has not been defi ned, it applies the default border to the current paragraph. To specify a border different from the most recently defi ned border, you use the Border button arrow (Home tab | Paragraph group).

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 207

In this project, the fi rst line of the title in the sales proposal (All Seasons) has a 6-point red border around it.

The following steps add a border to all edges of a paragraph.

1

Position the insertion point in the paragraph to border, in this case, the fi rst line of the document.

Home tab

Click the Border button arrow

(Home tab

| Paragraph group) to display the

Border gallery

(Figure 4 – 2).

Font box arrow

Font group title entered

Font Size box arrow

Center button selected

Font Color button arrow

Paragraph group

Border gallery insertion point

Border button

Show/Hide ¶ selected

Border button arrow

Styles group

Change

Styles button

View Ruler button

Borders and Shading command

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

Print Layout button selected

Zoom percent

Figure 4 – 2

2

Click Borders and Shading in the

Border gallery to display the Borders and Shading dialog box.

Borders and Shading dialog box

Click Box in the Setting area

(Borders and Shading dialog box), which will place a border on each edge of the current paragraph.

Setting area

Box selected

Click the Color box arrow and then click Red, Accent 3 (seventh color, fi rst row) in the Color palette to specify the border color.

Color box arrow preview of selected settings

Click the Width box arrow and then click 6 pt to specify the thickness of the border (Figure 4 – 3).

Width box arrow

What is the purpose of the buttons in the Preview area?

They are toggles that display and remove the top, bottom, left, and right borders from the diagram in the Preview area.

buttons are selected automatically when you click Box in

Setting area

Figure 4 – 3

OK button

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 208

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

3

Click the OK button (Borders and

Shading dialog box) to place the border shown in the preview area of the dialog box around the current paragraph in the document

(Figure 4 – 4).

How would I remove an existing border from a paragraph?

Click the Border button arrow

(Home tab | Paragraph group) and then click the border in the Border gallery that identifi es the border you wish to remove, or click

No Border to remove all borders.

icon on face of Border button indicates most recent border was defi ned using Borders and Shading dialog box

6-point red border placed around current paragraph insertion point

Figure 4 – 4

Other Ways

1. Click Page Borders button

(Page Layout tab | Page

Background group), click

Borders tab (Borders and

Shading dialog box), select desired border, click OK button

To Shade a Paragraph and Change Font Color

3

4

To make the fi rst line of the title of the sales proposal more eye-catching, it is shaded in aqua. When you shade a paragraph, Word shades the rectangular area behind any text or graphics in the paragraph from the left margin of the paragraph to the right margin. If the paragraph is surrounded by a border, Word shades inside the border.

The following steps shade a paragraph and change font color.

1

With the insertion point in the paragraph to shade, the fi rst line in this case (shown in

Figure 4 – 4), click the Shading button arrow (Home tab | Paragraph group) to display the Shading gallery.

2

Click Aqua, Accent 1 (fi fth color, fi rst row) in the Shading gallery to shade the current paragraph (shown in Figure 4 – 5).

Drag through the words, All Seasons, in the fi rst line of the title to select the text.

Click the Font Color button arrow (Home tab | Font group) to display the Font Color gallery and then click White, Background 1 (fi rst color, fi rst row) to change the color of the selected text (shown in Figure 4 – 5).

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 209

To Border Another Paragraph

To make the second line of the title of the sales proposal (Health Club) more eye-catching, it has a 6-point gold border around it. The following steps add a border to all edges of a paragraph.

1

Position the insertion point in the paragraph to border (in this case, the second paragraph containing the text, Health Club).

2

Click the Border button arrow (Home tab | Paragraph group) to display the Border gallery and then click Borders and Shading in the Border gallery to display the Borders and

Shading dialog box.

3

Click Box in the Setting area (Borders and Shading dialog box), which will place a border on each edge of the current paragraph.

4

Click the Color box arrow and then click Gold, Accent 2 (sixth color, fi rst row) in the Color palette to specify the border color.

5

If necessary, click the Width box arrow and then click 6 pt to specify the thickness of the border.

6

Click the OK button to place the defi ned border shown around the current paragraph in the document (Figure 4 – 5).

Home tab

Font color button arrow

Shading button arrow

Border button arrow

Font group font color changed paragraph shaded aqua blank space below fi rst paragraph to be removed

6-point gold border placed around current paragraph

Paragraph group insertion point

The Ribbon and Screen

Resolution

Word may change how the groups and buttons within the groups appear on the Ribbon, depending on the computer’s screen resolution. Thus, your

Ribbon may look different from the ones in this book if you are using a screen resolution other than

1024 x 768.

edges of borders are at left and right margins, which are

1" from edge of page

Figure 4 – 5

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

To Change Spacing after a Paragraph

Currently, a small amount of blank space exists between the two paragraph borders because Word automatically places 10 points of blank space below paragraphs (shown in

Figure 4 – 5 on the previous page). The following steps remove the blank space below the fi rst paragraph.

1

Position the insertion point in the paragraph to be adjusted (in this case, the paragraph containing the text, All Seasons).

2

Display the Page Layout tab. Click the Spacing After box down arrow (Page Layout tab |

Paragraph group) as many times as necessary until 0 pt is displayed in the Spacing After box to remove the space below the current paragraph (shown in Figure 4 – 6).

To Change Left and Right Paragraph Indent

The borders around the fi rst and second paragraphs and the shading in the fi rst paragraph currently extend from the left margin to the right margin (shown in Figure 4 – 5). In this project, the edges of the border and shading are closer to the text in the title. If you want the border and shading to start and end at a location different from the margin, you change the left and right paragraph indent.

The Increase Indent and Decrease Indent buttons (Home tab | Paragraph group) change the left indent by

½-inch, respectively. In this case, however, you cannot use these buttons because you want to change both the left and right indent. The following steps change the left and right paragraph indent.

Page Layout tab

Paragraph group

1

With the insertion point in the paragraph to indent (the fi rst paragraph in this case), click the Indent

Left box up arrow

(Page Layout tab |

Paragraph group) fi ve times so that

0.5" is displayed in left margin

Indent Right box up arrow

Left Indent and Right Indent markers at 0.5", visually showing location of new edges of border and shading in paragraph

the Indent Left box because you want to adjust the paragraph left indent by this amount.

Click the Indent

Right box up arrow insertion point blank space below fi rst paragraph removed edges of border and shading moved in 0.5" from left and right margins (Page Layout tab |

Paragraph group) fi ve times so that 0.5" is displayed in the Indent Right box because you want to adjust

Figure 4 – 6

Indent Left box up arrow

Spacing After box down arrow right margin the paragraph right indent by this amount (Figure 4 – 6).

I

Experiment

Repeatedly click the Indent Right and Indent Left box up and down scroll arrows (Page Layout tab

| Paragraph group) and watch the left and right edges of the current paragraph change in the document window. When you have fi nished experimenting, set the left and right indent each to 0.5".

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 211

2

Repeat Step 1 for the second paragraph, so that the paragraph containing the words, Health

Club, also has a left and right indent of 0.5" (shown in Figure 4 – 7).

Other Ways

1. Drag Left Indent and Right

Indent markers on ruler

2. Click Paragraph Dialog

Box Launcher (Home tab

| Paragraph group), click

Indents and Spacing tab

(Paragraph dialog box), set indentation values, click OK button

3. Right-click paragraph, click Paragraph on shortcut menu, click

To Clear Formatting

2

3

The title is fi nished. When you press the

enter

key to advance the insertion point from the end of the second line to the beginning of the third line on the title page, the border is carried forward to line 3, and any text you type will be 72-point Berlin Sans

FB Demi Red, Accent 3 font. The paragraphs and characters on line 3 should not have the same paragraph and character formatting as line 2. Instead, they should be formatted using the Normal style. The following steps clear formatting, which applies the Normal style formats to the location of the insertion point.

1

If necessary, press the

END

key to position the insertion point at the end of line 2, that is, after the b in Club.

Press the

ENTER

key.

Display the Home tab. Click the Clear Formatting button (Home tab | Font group) to apply the Normal style to the location of the insertion point (Figure 4 – 7).

Could I have clicked Normal in the Styles gallery instead of the Clear Formatting button?

Yes.

Indents and Spacing tab

(Paragraph dialog box), set indentation values, click OK button

Home tab

Clear Formatting button

Font group paragraph containing insertion point returned to formats defi ned by Normal style edges of border and shading moved in 0.5" from left and right margins

Figure 4 – 7

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

To Save a Document

You have performed many tasks while creating this proposal and do not want to risk losing work completed thus far. Accordingly, you should save the document. The following steps assume you already have created folders for storing your fi les, for example, a CIS 101 folder (for your class) that contains a Word folder (for your assignments). Thus, these steps save the document in the Word folder in the CIS 101 folder on a USB fl ash drive using the fi le name, All Seasons Title Page.

1

With a USB fl ash drive connected to one of the computer’s USB ports, click the Save button on the Quick Access Toolbar to display the Save As dialog box.

2

Type

All Seasons Title Page

in the File name text box (Save As dialog box) to change the fi le name. Do not press the

ENTER

key after typing the fi le name because you do not want to close the dialog box at this time.

3

Navigate to the desired save location (in this case, the Word folder in the CIS 101 folder [or your class folder] on the USB fl ash drive).

4

Click the Save button (Save As dialog box) to save the document in the selected folder on the selected drive with the entered fi le name.

SmartArt Graphics

Microsoft Offi ce 2010 includes SmartArt graphics, which are visual representations of information. Many different types of SmartArt graphics are available, allowing you to choose one that illustrates your message best. Table 4 – 1 identifi es the purpose of some of the more popular types of SmartArt graphics. Within each type, Offi ce provides numerous layouts. For example, you can select from more than 40 different layouts of the list type.

Table 4 – 1 SmartArt Graphic Types

Type

List

Process

Cycle

Hierarchy

Relationship

Matrix

Picture

Pyramid

Purpose

Shows nonsequential or grouped blocks of information.

Shows progression, timeline, or sequential steps in a process or workfl ow.

Shows continuous sequence of steps or events.

Illustrates organization charts, decision trees, and hierarchical relationships.

Compares or contrasts connections between concepts.

Shows relationships of parts to a whole.

Uses images to present a message.

Shows proportional or interconnected relationships with the largest component at the top or bottom.

BTWs

For a complete list of the BTWs found in the margins of this book, visit the Word 2010 BTW

Web page (scsite.com/ wd2010/btw).

SmartArt graphics contain shapes. You can add text to shapes, add more shapes, or delete shapes. You also can modify the appearance of a SmartArt graphic by applying styles and changing its colors. The next several pages demonstrate the following general tasks to create the SmartArt graphic on the title page in this project:

1. Insert a SmartArt graphic.

2. Delete unneeded shapes from the SmartArt graphic.

3. Add text to the remaining shapes in the SmartArt graphic.

4. Change colors of the SmartArt graphic.

5. Apply a style to the SmartArt graphic.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 213

To Insert a SmartArt Graphic

Below the title on the title page is a cycle SmartArt graphic. The following steps insert a SmartArt graphic centered below the title on the title page.

1

With the insertion point on the blank paragraph below the title (shown in Figure 4 – 7 on page WD 211), click the

Center button (Home tab

| Paragraph group) so that

Illustrations group

Choose a

SmartArt Graphic dialog box the inserted SmartArt graphic will be centered below the title.

clicking a specifi c type narrows layout choices in list to right

Display the Insert tab.

Insert tab

Insert SmartArt

Graphic button middle pane shows list of layouts for selected type of

SmartArt graphic right pane shows preview and description of selected layout

Click the Insert SmartArt Graphic button (Insert tab | Illustrations group) to display the Choose a SmartArt

Graphic dialog box (Figure 4 – 8).

I

Experiment

Click various SmartArt graphic types in the left pane of the dialog box and watch the related layout choices left pane shows types of SmartArt graphics insertion point and paragraph centered appear in the middle pane.

I

Experiment

Figure 4 – 8

Click various layouts in the list of layouts in the middle pane to see the preview and description of the layout appear in the right pane of the dialog box.

2

Click Cycle in the left pane (Choose a SmartArt Graphic dialog box) to display the layout choices related to a cycle

SmartArt graphic.

Click Nondirectional

Cycle in the middle pane, which displays a preview and description of the selected layout in the right pane

(Figure 4 – 9).

Cycle selected

Nondirectional Cycle layout selected preview and description of selected layout

OK button

Figure 4 – 9

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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3

Click the OK button to insert the

Nondirectional Cycle

SmartArt graphic in the document at the location of the insertion point

(Figure 4 – 10).

What if the Text Pane appears next to the

SmartArt graphic?

Close the Text Pane by clicking its Close button or clicking the Text Pane button

(SmartArt Tools Design tab | Create Graphic group).

Can I change the layout of the inserted

SmartArt graphic?

Yes. Click the More button in the Layouts gallery (SmartArt Tools

Design tab | Layouts group) to display the list of layouts.

each shape in

SmartArt graphic has placeholder text associated with it

Layouts gallery one shape automatically selected when you insert SmartArt graphic

More button

Figure 4 – 10

SmartArt Tools Design and Format tabs automatically appear when SmartArt graphic is selected in document

Nondirectional

Cycle SmartArt graphic inserted below title border around SmartArt graphic does not print — use it to resize and move the SmartArt graphic

To Delete Shapes and Add Text to Shapes in a SmartArt Graphic

The Nondirectional Cycle SmartArt graphic initially has fi ve shapes (shown in Figure 4 – 10). The SmartArt graphic in this project, however, has only three shapes, each one containing text that describes a type of facility at the health club: exercise, aquatics, and gymnasium. Each shape in the SmartArt graphic initially shows placeholder text, which indicates where text can be typed in a shape. The following steps delete two shapes in the SmartArt graphic and then add text to the remaining three shapes via their placeholder text.

1

With any shape selected in the

SmartArt graphic, press the

DELETE key to delete the shape from the graphic and notice the other shapes resize and relocate in the graphic.

shape selected three shapes remain in SmartArt graphic

What if a shape is no longer selected?

Click the edge of any shape to select the shape.

Text Pane control is a toggle that displays and hides the Text Pane

Press the

DELETE

key again to delete another shape from the graphic, so that three shapes remain in the

SmartArt graphic (Figure 4 – 11).

Figure 4 – 11

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 215

2

With the top shape selected (shown in Figure 4 – 11), type

Exercise

to replace the placeholder text,

[Text], with the entered text.

How do I edit placeholder text if I make a mistake?

Click the placeholder text to select it and then correct the entry.

text entered

What if my typed text is longer than the shape?

The font size of the text may be adjusted or the text may wordwrap within the shape.

shape selected

3

Click the lower-right shape to select it and then type

Aquatics

as the new text.

Click the lower-left shape to select it and then type

Gymnasium

as the fi nal text in the graphic (Figure 4 – 12).

SmartArt graphic selected

Figure 4 – 12

Other Ways

1. Click Text Pane control, enter text in Text Pane, close Text Pane

2. Click Text Pane button

(SmartArt Tools Design tab | Create Graphic group), enter text in Text

Pane, click Text Pane button again

To Change Colors of a SmartArt Graphic

Word provides a variety of colors for a SmartArt graphic and the shapes in the graphic. In this project, the shapes are white inside, instead of blue, and the line connecting the shapes is red. The following steps change the colors of a SmartArt graphic.

1

SmartArt Tools

Design tab

SmartArt

Styles gallery

With the SmartArt graphic selected

(shown in Figure 4 – 12), click the

Change Colors button (SmartArt Tools

Design tab | SmartArt Styles group) to display the Change Colors gallery.

Change

Colors button

SmartArt

Styles group

What if the SmartArt graphic is not selected?

More button

Click the SmartArt graphic to select it.

Point to Colored Outline - Accent 3 in the Change Colors gallery to display a live preview of that color applied to the SmartArt graphic in the document (Figure 4 – 13).

I

Experiment

Point to various colors in the Change

Colors gallery and watch the colors of the graphic change in the document window.

color of SmartArt graphic changes, including color of its shapes, showing live preview of the color to which you are pointing in gallery

2

Click Colored Outline - Accent 3 in

Figure 4 – 13

the Change Colors gallery to apply the selected color to the SmartArt graphic.

mouse pointer on Colored

Outline – Accent 3

Change

Colors gallery

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Resetting Graphics

If you want to remove all formats from a SmartArt graphic and start over, you would click the Reset

Graphic button (SmartArt

Tools Design tab | Reset group).

T

O

A

DD A

S

HAPE TO A

S

MART

A

RT

G

RAPHIC

If, instead of deleting a shape, you wanted to add a shape to a SmartArt graphic, you would perform the following step.

Design tab | Create Graphic group) or click the Add Shape button arrow and then click the desired location for the shape on the Add Shape menu.

To Apply a SmartArt Style

The next step is to apply a SmartArt style to the SmartArt graphic. Word provides a SmartArt Styles gallery, allowing you to change the SmartArt graphic’s format to a more visually appealing style. The following steps apply a SmartArt style to a SmartArt graphic.

Reset Graphic button

1

With the SmartArt graphic still selected, click the More button in the SmartArt Styles gallery (shown in Figure 4 – 13 on the previous page) to expand the SmartArt

Styles gallery.

3-D area

Point to Powder in the 3-D area of the SmartArt Styles gallery to display a live preview of that style applied to the graphic in the document

(Figure 4 – 14).

I

Experiment

Point to various SmartArt styles in the SmartArt Styles gallery and watch the style of the graphic change in the document window.

style of SmartArt graphic changes, showing live preview of style to which you are pointing in gallery mouse pointer on Powder style expanded gallery – yours may be dis played differently

2

Click Powder in the SmartArt Styles gallery to apply the selected style to the SmartArt graphic.

Figure 4 – 14

To Format Characters and Modify Character Spacing Using the Font Dialog Box

In this project, the next step is to enter and format the text at the bottom of the title page. This text is the theme of the proposal and is formatted so that it is noticeable. Its characters are 36-point bold, italic, aqua Book

Antiqua. Each letter in this text is formatted in small caps, which are letters that look like capital letters but are not as tall as a typical capital letter. Also, you want extra space between each character so that the text spans the width of the page.

You could use buttons on the Home tab to apply some of these formats. The small caps effect and expanded spacing, however, are applied using the Font dialog box. Thus, the next steps apply all of the above-mentioned formats using the Font dialog box.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 217

1

Position the insertion point on the paragraph mark to the right of the SmartArt graphic and then press the

ENTER

key to position the insertion point centered below the SmartArt graphic.

Type

Let us help you reach your fitness goals!

Select the sentence you just typed and then click the Font Dialog Box

Launcher (Home tab | Font group) to display the Font dialog box. If necessary, click the Font tab in the dialog box to display the Font sheet.

Home tab

Font group

Font tab

Font Dialog

Box Launcher

Font dialog box

Bold Italic selected

Scroll to and then click Book Antiqua in the Font list (Font dialog box) to change the font of the selected text.

Book Antiqua selected

Click Bold Italic in the Font style list to bold and italicize the selected text.

Font color box arrow

Scroll through the Size list and then click 36 to change the font size of the selected text.

Effects area

Small caps check box selected

Click the Font color box arrow and then click Aqua, Accent 1 (fi fth color, fi rst row) in the Font color palette to change the color of the selected text.

Click Small caps in the Effects area so that each character is displayed as a small capital letter (Figure 4 – 15).

preview of current dialog box selections

Set As Default button text entered and selected

Figure 4 – 15

2

Click the Advanced tab (Font dialog box) to display the Advanced sheet in the dialog box.

Click the Spacing box arrow and then click Expanded to increase the amount of space between characters by 1 pt, which is the default.

Click the Spacing By box up arrow until the box displays 4 pt because you want this amount of blank space to be displayed between each character (Figure 4 – 16).

Character

Spacing area

Advanced tab

Spacing box arrow

36 selected insertion point to left of 4 in

Spacing By box

Spacing By box up arrow paragraph mark to right of

SmartArt graphic preview of text with

4 points between each character

OK button

Figure 4 – 16

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Word Chapter 4

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3

Click the OK button to apply font changes to the selected text. If necessary, scroll so that the selected text is displayed completely in the document window.

Click to remove the selection from the text (Figure 4 – 17).

36-point bold italic aqua Book Antiqua font in small caps and expanded

Other Ways

1. Right-click selected text, click Font on shortcut menu, select formats

(Font dialog box), click

OK button

Figure 4 – 17

To Zoom One Page, Change Spacing before and after a Paragraph, and Set Zoom Level

Page Layout tab entire one-page document is displayed centered in document window space below graphic increased to 24 points

The next step in creating the title page is to adjust spacing above and below the

SmartArt graphic. You want to see the entire page while adjusting the spacing. Thus, the following steps zoom one page, increase spacing before and after the paragraph containing the SmartArt graphic, and then set the zoom level back to 100% because you will be fi nished with the title page.

1

Display the View tab. Click the One Page button (View tab | Zoom group) to display the entire page as large as possible centered in the document window.

View tab

Paragraph group

Figure 4 – 18

Spacing Before changed to 30 pt

Spacing After changed to 24 pt space above graphic increased to 30 points insertion point

2

3

4

Position the insertion point in the paragraph to adjust, in this case, on the paragraph mark to the right of the SmartArt graphic.

Display the Page Layout tab. Click the Spacing Before box up arrow

(Page Layout tab | Paragraph group) as many times as necessary until 30 pt is displayed in the

Spacing Before box because you want to increase the space above the graphic.

Click the Spacing After box up arrow (Page Layout tab

| Paragraph group) as many times as necessary until 24 pt is displayed in the Spacing After box because you want to increase the space below the graphic (Figure 4 – 18).

5

Display the View tab. Click the

100% button (View tab | Zoom group) to display the document at normal size in the document window.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 219

To Save an Existing Document with the Same File Name

The title page for the sales proposal is complete. Thus, you should save it again.

The following step saves the document again.

1

Click the Save button on the Quick Access Toolbar to overwrite the previously saved fi le.

Break Point:

If you wish to take a break, this is a good place to do so. You can quit Word now. To resume at a later time, start

Word, open the fi le called All Seasons Title Page, and continue following the steps from this location forward.

Inserting an Existing Document in an Open Document

Assume you already have prepared a draft of the body of the proposal and saved it with the fi le name, All Seasons Draft. You would like the draft to be displayed on a separate page following the title page.

Compose the sales proposal.

Be sure to include basic elements in your sales proposal:

Include an introduction, body, and conclusion.

The introduction could contain the subject, purpose, statement of problem, need, background, or scope. The body may include costs, benefi ts, supporting documentation, available or required facilities,

feasibility, methods, timetable, materials, or equipment. The conclusion summarizes key points or requests an action.

Use headers and footers.

Headers and footers help to identify every page. A page number should be in either the header or footer. If the sales proposal ever becomes disassembled, the reader can use the headers and footers to determine the order and pieces of your proposal.

In the following pages, you will insert the draft of the proposal below the title page and then edit the draft by deleting a page break, changing theme fonts, and applying

Quick Styles.

Plan

Ahead

Inserting Documents

When you insert a Word document in another

Word document, the entire inserted document is placed at the location of the insertion point. If the insertion point, therefore, is positioned in the middle of the open document when you insert another

Word document, the open document continues after the last character of the inserted document.

To Save an Active Document with a New File Name

The current fi le name on the title bar is All Seasons Title Page, yet the document you will work on from this point forward in the chapter will contain both the title page and the body of the sales proposal. To keep the title page as a separate document called

All Seasons Title Page, you should save the active document with a new fi le name. If you save the active document by clicking the Save button on the Quick Access Toolbar, Word will assign it the current fi le name. You want the active document to have a new fi le name.

The following steps save the active document with a new fi le name.

1

With a USB fl ash drive connected to one of the computer’s USB ports, click File on the

Ribbon to open the Backstage view.

2

Click Save As in the Backstage view to display the Save As dialog box.

3

Type

All Seasons Sales Proposal

in the File name text box (Save As dialog box) to change the fi le name. Do not press the

ENTER

key after typing the fi le name because you do not want to close the dialog box at this time.

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WD 220

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

4

5

If necessary, navigate to the desired save location (in this case, the Word folder in the

CIS 101 folder [or your class folder] on your USB fl ash drive).

Click the Save button (Save As dialog box) to save the document in the selected folder on the selected drive with the entered fi le name.

Section Numbers

If you want to display the current section number on the status bar, right-click the status bar to display the Customize Status

Bar menu and then click

Section on the Customize

Status Bar menu. The section number appears at the left edge of the status bar. To remove the section number from the status bar, perform the same steps.

Sections

All Word documents have at least one section. A Word document can be divided into any number of sections. During the course of creating a document, you will create a new section if you need to change the top margin, bottom margin, page alignment, paper size, page orientation, page number position, or contents or position of headers, footers, or footnotes in just a portion of the document.

The next two pages of the sales proposal require page formatting different from that of the title page. The title page will not have a header or footer; the next two pages will have a header and footer.

When you want to change page formatting for a portion of a document, you create a new section in the document. Each section then may be formatted differently from the others. Thus, the title page formatted with no header or footer will be in one section, and the next two pages of the proposal that will have a header and footer will be in another section.

To Insert a Next Page Section Break

When you insert a section break, you specify whether the new section should begin on a new page. In this project, the title page is separate from the next two pages. Thus, the section break should contain a page break.

The following steps insert a next page section break, which instructs Word to begin the new section on a new page in the document.

1

Page Layout tab

Insert Page and Section

Breaks button new fi le name

Press

CTRL

+

END

to position the insertion

Insert Page and Section

Breaks gallery point at the end of the title page, which is the location where you want to insert the next page section break.

Page Setup group

Display the Page

Layout tab. Click the Insert Page and

Section Breaks button

(Page Layout tab |

Page Setup group) to display the Insert Page and Section Breaks gallery (Figure 4 – 19).

Section Breaks area

Next Page command insertion point

Figure 4 –19

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

2

Click Next Page in the

Section Breaks area of the Insert Page and Section Breaks gallery to insert a next page section break in the document at the location of the insertion point.

If necessary, scroll so that your screen matches Figure 4 – 20.

break between pages 1 and 2

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 221 section break notation is a formatting mark, which does not print insertion point on page 2 in section 2 paragraph formatting carried forward from previous page

Figure 4 – 20

T

O

D

ELETE A

S

ECTION

B

REAK

Word stores all section formatting in the section break. If you wanted to delete a section break and all associated section formatting, you would perform the following tasks.

1. Select the section break notation by dragging through it.

2. Right-click the selection to display a shortcut menu and then click Cut on the shortcut menu to delete the selection.

or

1. Position the insertion point immediately to the left or right of the section break notation.

2. Press the

delete

key to delete a section break to the right of the insertion point or press the

backspace

key to delete a section break to the left of the insertion point.

To Clear Formatting

When you create a section break, Word carries forward any formatting at the location of the insertion point to the next section. Thus, the current paragraph is formatted the same as the last line of the title page. In this project, the paragraphs and characters on the second page should return to the Normal style. Thus, the following step clears formatting.

1

Display the Home tab. With the insertion point positioned on the paragraph mark on the second page (shown in Figure 4 – 20), click the Clear Formatting button (Home tab |

Font group) to apply the Normal style to the location of the insertion point (shown in

Figure 4 – 21 on the next page).

Sections

To see the formatting associated with a section, double-click the section break notation or click the

Page Setup Dialog Box

Launcher (Page Layout tab | Page Setup group) to display the Page Setup dialog box. You can change margin settings and page orientation for a section in the Margins sheet. To change paper sizes for a section, click the Paper tab. The

Layout tab allows you to change header and footer specifi cations and vertical alignment for the section.

To add a border to a section, click the Borders button in the Layout sheet.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 222

Word Chapter 4

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To Insert a Word Document in an Open Document

The next step is to insert the draft of the sales proposal at the top of the second page of the document.

The draft is located on the Data Files for Students. See the inside back cover of this book for instructions on downloading the Data Files for Students, or contact your instructor for information about accessing the required fi les. The following steps insert an existing Word document in an open document.

1

Be sure the insertion point is positioned on the paragraph mark at the top of page 2, which is the location where you want to insert the contents of the Word document.

Insert tab

Insert Object button

Insert Object button arrow

Text from File command

Display the Insert tab.

With your USB fl ash drive connected to one of the computer’s USB ports, click the Insert Object button arrow

(Insert tab | Text group) to display the

Insert Object menu (Figure 4 – 21).

What if I click the Insert Object button by mistake?

Click the Cancel button (Insert

Object dialog box) and then repeat this step.

insertion point at top of page 2 paragraph containing insertion point returned to formats defi ned by Normal style

Text group

Insert Object menu

Figure 4 – 21

Insert File dialog box

2

Click Text from File on the Insert Object menu to display the

Insert File dialog box.

Navigate to the location of the fi le to be inserted (in this case, the Chapter 04 folder in the Word folder in the Data Files for Students folder on a USB fl ash drive).

Click All Seasons Draft to select the fi le name

(Figure 4 – 22).

Address bar shows Chapter 04 folder in Word folder in Data

Files for Students folder on USB fl ash drive as selected location selected fi le

File list (your list may look different depending on settings)

Insert button

Figure 4 – 22

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 223

3

Click the Insert button (Insert

File dialog box) to insert the fi le,

All Seasons Draft, in the open document at the location of the insertion point.

Where is the insertion point now?

When you insert a fi le in an open document, Word positions the insertion point at the end of the inserted document.

insertion point

Press

SHIFT

+

F5

to position the insertion point on line 1 of page 2, which was its location prior to inserting the new Word document

(Figure 4 – 23).

insertion point on page 2

Figure 4 – 23

What is the purpose of

SHIFT

+

F5

?

The shortcut key,

SHIFT

+

F5

, positions the insertion point at your last editing location. Word remembers your last three editing locations, which means you can press this shortcut key repeatedly to return to one of your three most recent editing locations.

Other Ways

1. Click Insert Object button

(Insert tab | Text group), click Create from File tab

(Object dialog box), click

Browse button, locate fi le, click Insert button (Browse dialog box), click OK button

(Object dialog box)

To Print Specifi c Pages in a Document

The title page is the fi rst page of the proposal. The body of the proposal spans the second and third pages.

The following steps print a hard copy of only the body of the proposal, that is, pages 2 and 3.

1

Click File on the Ribbon to open the

Backstage view and then click the

Print tab in the Backstage view to display the Print gallery.

Verify that the printer name that appears on the Printer Status button will print a hard copy of the document. If necessary, click the

Printer Status button to display a list of available printer options and then click the desired printer to change the selected printer.

Type

2–3

in the Pages text box in the Settings area of the Print gallery

(Figure 4 – 24).

File tab

Print tab

Print button

Settings area printer name page range entered

Print gallery

Figure 4 – 24

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 224

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark page 2

2

Click the Print button to print the inserted draft of the sales proposal (Figure 4 – 25).

How would I print pages from a certain point to the end of a document?

You would enter the page number followed by a dash in the Pages text box.

For example, 5- will print from page 5 to the end of the document. To print up to a certain page, put the dash fi rst (e.g., -5 will print pages 1 through 5).

Why does my document wrap on different words than Figure 4 – 25?

Differences in wordwrap may be related to the printer used by your computer.

Why does my screen show the should be picture bullets document has four pages?

You may have an extra blank page at the end of the document. This blank page will be deleted later in the chapter.

page 3 page break should not be here each page should contain a header multilevel numbered list should be here tables to be edited and formatted each page should contain a footer with a page number

Figure 4 – 25

Other Ways

1. Press

CTRL

+

P

; press

ENTER

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 225

To Delete a Page Break

After reviewing the draft in Figure 4 – 25, you notice it contains a page break below the bulleted list. This page break should not be in the document. The following steps delete a page break.

1

To select the page break notation, position the mouse pointer to the left of the page break and then click when the mouse pointer changes to a right-pointing arrow

(Figure 4 – 26).

2

Press the

DELETE

key to remove the page break from the document (shown in Figure 4 – 27 on the next page).

page break notation selected mouse pointer

Figure 4 – 26

Other Ways

1. With page break notation selected, click Cut button

(Home tab | Clipboard group)

2. With page break notation selected, right-click selection and then click Cut on shortcut menu

3. With the insertion point to the left or right of the page break notation, press

DELETE or

BACKSPACE

, respectively

T

O

M

ODIFY THE

D

EFAULT

F

ONT

S

ETTINGS

You can change the default font so that the current document and all future documents use the new font settings. That is, if you quit Word, restart the computer, and restart Word, documents you create will use the new default font. If you wanted to change the default font from 11-point Calibri to another font, font style, font size, font color, and/or font effects, you would perform the following steps.

1. Display the Font dialog box.

2. Make desired changes to the font settings in the Font dialog box.

3. Click the Set As Default button (shown in Figure 4 – 15 on page WD 217) to change the default settings to those specifi ed in Step 2.

4. When the Microsoft Word dialog box is displayed, select the desired option button and then click the Yes button.

T

O

R

ESET THE

D

EFAULT

F

ONT

S

ETTINGS

To change the font settings back to the default, you would follow the above steps, using the default font settings when performing Step 2. If you do not remember the default settings, you would perform the following steps to restore the original Normal style settings.

1. Quit Word.

2. Use Windows Explorer to locate the normal.dotm fi le (be sure that hidden fi les and folders are displayed and include system and hidden fi les in your search), which is the fi le that contains default font and other settings.

3. Rename the normal.dotm fi le to oldnormal.dotm fi le so that the normal.dotm fi le no longer exists.

4. Start Word, which will re-create a normal.dotm fi le using the original default settings.

Certifi cation

The Microsoft Offi ce

Specialist (MOS) program provides an opportunity for you to obtain a valuable industry credential — proof that you have the Word 2010 skills required by employers. For more information, visit the

Word 2010 Certifi cation

Web page (scsite.com/ wd2010/cert).

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 226

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

To Change Theme Fonts

The next step is to change the font used for the text in the document because you want a different look for the text. If text is entered using the headings and body text fonts, you easily can change the font in the entire document by changing the font set. A font set defi nes one font for headings and another for body text. The Offi ce font set uses the Cambria font for headings and the Calibri font for body text. In Word, you can select from more than

40 predefi ned, coordinated font sets to give the document’s text a new look.

If you previously changed a font using buttons on the Ribbon or Mini toolbar, Word will not alter those when you change the font set because changes to the font set are not applied to individually changed fonts. This means the font of the title on the title page will remain as Berlin Sans FB Demi when you change the font set. The following steps change the font set to Apothecary, which uses the Book Antiqua font for headings and the Century Gothic font for body text.

1

Display the Home tab.

Click the Change

Styles button (Home tab | Styles group) to display the Change

Styles menu.

Point to Fonts on the

Change Styles menu to display the Fonts gallery.

Scroll through the Fonts gallery until Apothecary is displayed and then point to

Apothecary to display a live preview of the selected font set

(Figure 4 – 27).

Home tab current font for headings is Cambria

Styles group

Change Styles button page break removed fonts in document change to Apothecary, showing live preview of font set to which you are pointing in gallery

Figure 4 – 27

I

Experiment

Point to various font sets in the Fonts gallery and watch the fonts of text in the document change.

Fonts command

Change

Styles menu mouse pointer on

Apothecary font set

Fonts gallery

2

Click Apothecary in the Fonts gallery to change the document theme fonts.

What if I want to return to the original font set?

You would click the Change Styles button, click Fonts on the Change Styles menu, and then click Offi ce in the Fonts gallery.

Other Ways

1. Click Theme Fonts button (Page Layout tab | Themes group), select desired font set

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Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 227

To Apply a Heading Quick Style

Word has many built-in, or predefi ned, styles called Quick Styles that you can use to format text. Three of the Quick Styles are for headings: Heading 1 for the major headings and Heading 2 and Heading 3 for minor headings. In the All Seasons Draft, all headings except for the fi rst two were formatted using heading styles. The following steps apply the

Heading 1 style to the paragraph containing the text, GROUP FITNESS CLASSES, and the Heading 2 style to the paragraph containing the text, Fitness Class Descriptions.

1

Position the insertion point in the paragraph to be formatted to the Heading 1 style, in this case, the fi rst line on the second page with the text, GROUP FITNESS CLASSES.

2

3

Click Heading 1 in the Quick Style gallery (Home tab | Styles group) to apply the selected style to the paragraph containing the insertion point.

Why did a square appear on the screen near the left edge of the paragraph formatted with the Heading 1 style?

The square is a nonprinting character, like the paragraph mark, that indicates text to its right has a special paragraph format applied to it.

Home tab

Position the insertion point in the paragraph to be formatted to the Heading 2 style, in this case, the line above the bulleted list with the text, Fitness Class

Descriptions.

paragraph formatted to

Heading 1 style

Styles group

Heading 1 style

4

Click Heading 2 in the Quick Style gallery (Home tab | Styles group) to apply the selected style to the paragraph containing the insertion point

(Figure 4 – 28).

nonprinting character indicates text to its right has a special paragraph format paragraph formatted to

Heading 2 style insertion point

Figure 4 – 28

Heading 2 style

To Change Spacing before and after a Paragraph

The next step is to adjust spacing above and below the current paragraph, that is, the heading above the bulleted list. This paragraph is formatted using the Heading 2 style, which places 10 points of space above the paragraph and no space below the paragraph.

You would like this paragraph, and all other paragraphs formatted using the Heading 2 style, to have 12 points of space above them and 6 points of space below them. Thus, the following steps adjust the spacing before and after a paragraph.

1

Display the Page Layout tab. Click the Spacing Before box up arrow (Page Layout tab |

Paragraph group) so that 12 pt is displayed in the Spacing Before box.

2

Click the Spacing After box up arrow (Page Layout tab | Paragraph group) so that 6 pt is displayed in the Spacing After box.

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WD 228

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

To Update a Style to Match a Selection

You want all paragraphs formatted in the Heading 2 style in the proposal to use this adjusted spacing. Thus, the following steps update the Heading 2 style so that this adjusted spacing is applied to all Heading 2 paragraphs in the document.

1

If necessary, position the insertion point in the paragraph containing the style to be updated.

2

Display the Home tab. Right-click Heading 2 in the Quick Style gallery (Home tab | Styles group) to display a shortcut menu (Figure 4 – 29).

3

Click Update Heading 2 to Match Selection on the shortcut menu to update the Heading 2 style to refl ect the settings at the location of the insertion point.

Home tab

Heading 2 style right-clicked

Update Heading 2 to Match Selection command shortcut menu insertion point space increased above paragraph space increased below paragraph

Headers and Footers

If a portion of a header or footer does not print, it may be in a nonprintable area. Check the printer manual to see how close the printer can print to the edge of the paper. Then, click the Page Setup Dialog

Box Launcher (Page Layout tab | Page Setup group), click the Layout tab (Page

Setup dialog box), adjust the From edge text box to a value that is larger than the printer’s minimum margin setting, click the

OK button, and then print the document again.

Figure 4 – 29

Creating Headers and Footers

A header is text that prints at the top of each page in the document. A footer is text that prints at the bottom of each page. In this proposal, you want the header and footer to appear on each page after the title page; that is, you do not want the header and footer on the title page. Recall that the title page is in a separate section from the rest of the sales proposal. Thus, the header and footer should not be in section 1, but they should be in section 2. The steps on the following pages explain how to create a header and footer in section 2 only.

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Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 229

To Insert a Formatted Header Different from the Previous Header

Word provides several built-in preformatted header designs for you to insert in documents. The following steps insert a formatted header in section 2 of the sales proposal.

1

Display the Insert tab. Click the Header button (Insert tab | Header & Footer group) and then click Edit Header in the Header gallery to switch to the header for section 2.

If the Link to

Previous button Header button

(Header &

Footer Tools Design tab | Navigation group) is selected, click it to deselect the button because you do not want the header in this section to be copied to the previous section

(that is, the header should not be on the title page).

Insert tab

Header gallery

Alphabet header design

Link to Previous button is not selected, which means headers and footers added to this section will not be added to previous section list of builtin headers

Header & Footer

Tools Design tab automatically appears because you are editing header section 2 header

Click the Header button (Header &

Footer Tools Design tab | Header & Footer group) to display the Header gallery

(Figure 4 – 30).

I

Experiment

Scroll through the list of built-in headers to see the variety of available formatted header designs.

Remove Header command deletes existing header

Figure 4 – 30

2

Scroll to and then click the Alphabet header design in the

Header gallery to insert the formatted header in the header of section 2, which contains a content control (Figure 4 – 31).

What is a content control?

A content control is an object that contains instructions for fi lling in text and graphics.

Alphabet header design inserted section 2 header content control top of section 2

Figure 4 – 31

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WD 230

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

3

Click the content control, Type the document title, to select it and then type

All Seasons

Health Club

in the content control

(Figure 4 – 32).

How would I delete a header?

You would click

Remove Header in the Header gallery.

Alphabet header design inserted

Figure 4 – 32

Other Ways

1. Click Header button

(Insert tab | Header &

Footer group), select desired header in list text entered in content control

To Insert a Formatted Footer

2

3

The next step is to insert the footer. Word provides the same built-in preformatted footer designs as header designs. The footer design that corresponds to the header just inserted contains text at the left margin and a page number at the right margin.

The following steps insert a formatted footer in section 2 of the sales proposal that corresponds to the header just inserted.

1

Click the Footer button (Header & Footer Tools Design tab | Header & Footer group) to display the Footer gallery.

Click the Alphabet footer design to insert the formatted footer in the footer of section 2.

Click the content control, Type text, and then type

CALL 555-2283 TO JOIN!

in the content control (Figure 4 – 33).

Why is the page number a 2?

The page number is 2 because, by default, Word begins numbering pages from the beginning of the document.

Footer button

Page Numbers

If Word displays {PAGE} instead of the actual page number, press

ALT

+

F 9

to turn off fi eld codes. If

Word prints {PAGE} instead of the page number, open the Backstage view, click

Options, click Advanced in the left pane, scroll to the Print area, remove the check mark from the ‘Print fi eld codes instead of their values’ check box, and then click the OK button.

Alphabet footer design inserted and edited

Header &

Footer group section 2 footer

Header & Footer

Tools Design tab page number is 2

Figure 4 – 33

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Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 231

To Format Page Numbers to Start at a Different Number

On the page after the title page in the proposal, you want to begin numbering with a number 1, instead of a 2 as shown in Figure 4 – 33. Thus, you need to instruct Word to begin numbering the pages in section 2 with the number 1. The following steps format the page numbers so that they start at a different number.

Insert Page

Number button

Header & Footer

Tools Design tab

1

Click the Insert Page Number button

(Header & Footer Tools Design tab |

Header & Footer group) to display the Insert Page Number menu

(Figure 4 – 34).

Insert Page

Number menu

Header &

Footer group

Format Page

Numbers command

2

Click Format Page Numbers on the Insert Page Number menu to display the Page Number Format dialog box.

Click Start at in the Page numbering area (Page Number Format dialog box), which displays a 1 by default as the starting page number

(Figure 4 – 35).

Can I also change the look of the page number?

Yes. Click the Number format box arrow (Page Number Format dialog box) for a list of page number variations.

3

Click the OK button to change the starting page number for section 2 to the number 1 (Figure 4 – 36).

Click the Close Header and Footer button (Header & Footer Tools

Design tab | Close group) to close the header and footer.

Other Ways

1. Click Insert Page

Number (Insert tab |

Header & Footer group), click Format

Page Numbers on Insert

Page Number menu, set page formats (Page

Number Format dialog box), click OK button

Start at option button number 1, by default, displays as starting page number in

Start at box

Figure 4 – 34

Page Number

Format dialog box

Page numbe ring area

OK button

Figure 4 – 35

Figure 4 – 36

Number format box arrow

Header & Footer

Tools Design tab

Close group

Close Header and Footer button page number changed to 1

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 232

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Editing and Formatting Lists

The fi nished sales proposal in this chapter has two lists: a bulleted list and a numbered list

(shown in Figures 4 – 1b and 4 – 1c on page WD 203). The bulleted list is in alphabetical

(sorted) order, the fi rst word of each list item is emphasized, and the bullets are graphical instead of simple round dots. The numbered listed has multiple levels for each numbered item. The following pages illustrate steps used to edit and format the lists in the proposal:

1. Sort a list of paragraphs.

2. Format the fi rst word in the fi rst list item and then copy the format to the fi rst word in each of the remaining list items.

3. Customize bullets in a list of paragraphs.

4. Create a multilevel numbered list.

To Sort Paragraphs

The next step is to alphabetize the paragraphs in the bulleted list. In Word, you can arrange paragraphs in alphabetic, numeric, or date order based on the fi rst character in each paragraph. Ordering characters in this manner is called sorting. The following steps sort paragraphs.

1

If necessary, scroll to display the paragraphs to be sorted.

Home tab

Sort Text dialog box

Sort button

Paragraph group

Quick Style gallery

Drag through the paragraphs to be sorted, in this case, the bulleted list.

Ascending selected

More button

Click the Sort button

(Home tab | Paragraph group) to display the

Sort Text dialog box

(Figure 4 – 37).

What does ascending mean?

Ascending means to sort in alphabetic, numeric, or earliest-tolatest date order.

paragraphs to be sorted are selected

2

Click the OK button

(Sort Text dialog box) to instruct

Word to alphabetize the selected paragraphs (shown in

Figure 4 – 38).

Click anywhere to remove the selection from the text.

Figure 4 – 37

OK button

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 233

To Apply a Quick Style

The fi rst word in each list item is formatted in bold, blue, and italic. Although you could apply formatting using buttons in the Font group on the Ribbon, it is more effi cient to use the Intense Emphasis style. If you use a style and decide at a later time that you want to modify the formatting, you simply modify the style and Word will apply the changes to all text formatted with that style. Thus, the following steps format a word using a Quick Style.

1

Position the insertion point in the word to be formatted (in this case, the word, Cardio, in the fi rst list item).

2

Click the More button in the Quick Style gallery (shown in Figure 4 – 37) to expand the gallery and then point to Intense Emphasis in the Quick Style gallery to see a live preview of the selected format applied to the word containing the insertion point in the document

(Figure 4 – 38).

3

Click Intense Emphasis in the Quick Style gallery to apply the selected style to the word containing the insertion point.

expanded gallery mouse pointer on Intense

Emphasis style format changes to

Intense Emphasis, showing live preview of style to which you are pointing in expanded gallery paragraphs sorted

Figure 4 – 38

Format Painter

If you also want to copy paragraph formatting, such as alignment and line spacing, select the paragraph mark at the end of the paragraph prior to clicking the

Format Painter button.

If you want to copy only character formatting, such as fonts and font sizes, do not include the paragraph mark in your selected text.

To Use the Format Painter Button

The fi rst word in each of the remaining list items is to be formatted the same as the fi rst word in the fi rst list item. Instead of selecting each word one at a time and then formatting it, you will copy the format from the fi rst word to the remaining words. The steps on the next page copy formatting.

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WD 234

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

1

Position the insertion point in the text that contains the formatting you wish to copy (in this case, the word, Cardio).

Double-click the Format Painter button (Home tab | Clipboard group) to turn on the format painter.

Why double-click the Format Painter button?

To copy formats to only one other location, click the Format Painter button (Home tab | Clipboard group) once. If you want to copy formatting to multiple locations, however, double-click the Format Painter button so that the format painter remains active until you turn it off.

Home tab

Clipboard group

Format painter button

Move the mouse pointer to where you want to copy the formatting

(the word, Pilates, in this case) and notice that the format painter is active (Figure 4 – 39).

How can I tell if the format painter is active?

The mouse pointer has a paintbrush attached to it when the format painter is active.

paintbrush attached to mouse pointer indicates format painter is active insertion point

Figure 4 – 39

2

Click the fi rst word in the next list item (the word, Pilates, in this case) to paste the copied format to the selected text.

What if the Format Painter button no longer is selected?

Repeat Step 1.

Home tab

Format Painter button

Clipboard group

3

Repeat Step 2 for the remaining fi rst words in the list items: Spinning,

Stepping, Strength, Toning, and

Yoga.

Click the Format Painter button

(Home tab | Clipboard group) to turn off the format painter

(Figure 4 – 40).

How would I copy formatting to a group of words or paragraphs?

Instead of clicking the text, you would select it.

format pasted to these words

Figure 4 – 40

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Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 235

To Customize Bullets in a List

The bulleted list in the sales proposal draft uses default bullet characters, that is, the dot symbol. You want to use a more visually appealing picture bullet. The following steps change the bullets in a list from the default to picture bullets.

1

Select all the paragraphs in the bulleted list.

Bullets button

Bullets button arrow

Click the Bullets button arrow

(Home tab | Paragraph group) to display the Bullets gallery

(Figure 4 – 41).

Can I select any of the bullet characters in the Bullet Library area of the Bullets gallery?

Yes, but if you prefer a different bullet character, follow the rest of these steps.

Bullet Library area

Defi ne New

Bullet command

Bullets gallery default bullet characters all paragraphs in bulleted list selected

Figure 4 – 41

2

Click Defi ne New Bullet in the

Bullets gallery to display the Defi ne

New Bullet dialog box.

Click the Picture button (Defi ne New

Bullet dialog box) to display the

Picture Bullet dialog box.

I

Experiment

Scroll through the list of picture bullets (Picture Bullet dialog box) to see the available bullet characters.

If necessary, scroll to the top of the list of picture bullets (Picture Bullet dialog box) and then select the picture bullet shown in Figure 4 – 42

(or a similar picture bullet).

Defi ne New Bullet dialog box

OK button

Picture button

Picture Bullet dialog box to view areas behind active dialog box, move dialog box by dragging its title bar selected picture bullet

OK button

Figure 4 – 42

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WD 236

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

3

Click the OK button (Picture Bullet dialog box) to close the dialog box and show a preview of the selected picture bullet in the Defi ne New

Bullet dialog box.

changed to picture bullets

Click the OK button

(Defi ne New Bullet dialog box) to change the bullets in the selected list to picture bullets.

When the Word window is visible again, click in the selected list to remove the selection (Figure 4 – 43).

Figure 4 – 43

insertion point

To Create a Multilevel Numbered List

The next step is to create a multilevel numbered list below the Fitness Class Tips heading on the last page of the sales proposal in this chapter (shown in Figure 4 – 1c on page WD 203). A multilevel list is a list that contains several levels of list items, with each lower level displaying a different numeric, alphabetic, or bullet character. In a multilevel list, the fi rst level is displayed at the left edge of the list and subsequent levels are indented; that is, the second level is indented below the fi rst, the third level is indented below the second level, and so on. The list is referred to as a numbered list if the fi rst level contains numbers or letters and is referred to as a bulleted list if the fi rst level contains a character other than a number or letter.

For the list in this project, the fi rst level uses numbers (i.e., 1., 2., 3.), the second level uses lowercase letters

(a., b., c.), and the third level uses lowercase Roman numerals (i.e., i., ii., iii.). The following steps create a multilevel numbered list.

1

Position the insertion point at the location for the multilevel numbered list, which in this case is the blank line below the Fitness Class Tips heading on the last page of the sales proposal.

Click the Numbering button (Home tab | Paragraph group) to format the current paragraph as a list item using the current number format, which in this case is an indented 1 followed by a period.

What if I wanted a different number format?

You would click the Numbering button arrow (Home tab |

Paragraph group) and then select the desired number format in the Numbering gallery, or click the Defi ne New Number Format command in the Numbering gallery to defi ne your own number format.

Home tab

Numbering button

Numbering button arrow

Type

Keep your body adequately hydrated

as a fi rst-level list item and then press the

ENTER

key, which automatically places the next sequential number for the current level at the beginning of the next line (in this case, 2.) (Figure 4 – 44).

fi rst-level list item should be a second-level list item

Figure 4 – 44

Paragraph group fi rst-level list item entered

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 237

2

Press the

TAB

key to demote the current list item (the 2.) to the next lower level, which is indented below the higher-level list item (in this case, converting 2. to a.).

What if I wanted a different multilevel list format?

You would click the Multilevel List button (Home tab | Paragraph group) and then select the desired list style.

3

Type the text for list item 1-a as shown in Figure 4 – 45 and then press the

ENTER

key, which automatically places the next sequential list item for the current level on the next line

(in this case, b.).

Type the text for list item 1-b as shown in Figure 4 – 45 and then press the

ENTER

key, which automatically places the next sequential list item on the next line (in this case, c.).

Type the text for list item 1-c as shown in Figure 4 – 45 and converted to second-level list item then press the

ENTER

key, which automatically places the next sequential list item on the next line (Figure 4 – 45).

should be promoted to fi rst-level list item, aligned below number 1

Multilevel

List button

Figure 4 – 45

4

Press

SHIFT

+

TAB

to promote the current-level list item to a higher-level list item (in this case, converting d. to 2.).

Type

Dress comfortably

as a fi rst-level list item and then press the

ENTER

key.

promoted to fi rst-level list item

Press the

TAB key to demote the current level list item to a lower-level list item (in this case, converting 3. to a.).

demoted to second-level list item should be demoted to third-level list item

Type the text for list item 2-a as shown in Figure 4 – 46 and then press the

ENTER

key.

insertion point

Figure 4 – 46

Type the text for list item 2-b as shown in Figure 4 – 46 and then press the

ENTER

key.

Type the text for list item 2-c as shown in Figure 4 – 46 and then press the

ENTER

key.

Press

SHIFT

+

TAB

to promote the current-level list item to a higher-level list item (in this case, converting d. to 3.).

Type

Reward yourself

as a fi rst-level list item, press the

ENTER

key, and then press the

TAB

key to demote the current-level list item to a lower-level list item (in this case, converting 4. to a.).

Type

Short term

as a second-level list item and then press the

ENTER

key (Figure 4 – 46).

text entered text entered

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 238

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

5

Press the

TAB

key to demote the current-level list item to a lower-level list item (in this case, converting b. to i.).

Type the text for list item 3-a-i as shown in Figure 4 – 47 and then press the

ENTER

key.

Type the text for list item 3-a-ii as shown in Figure 4 – 47 and then press the

ENTER

key.

Press

SHIFT

+

TAB

to promote the current-level list item to a higher-level list item (in this case, converting iii. to b.).

Type

Long term

as a secondlevel list item and then press the

ENTER

key.

clicking Decrease Indent button functions the same as pressing SHIFT+TAB in multilevel list clicking Increase Indent button functions the same as pressing TAB in multilevel list

Figure 4 – 47

Press the

TAB

key to demote the current-level list item to a lower-level list item (in this case, converting c. to i.).

Type the text for list item 3-b-i as shown in Figure 4 – 47 and then press the

ENTER

key.

Type the text for list item 3-b-ii as shown in Figure 4 – 47 to complete the multilevel list.

Can I adjust the level of a list item after it is typed?

Yes. With the insertion point in the item to adjust, click the Increase Indent or Decrease

Indent button (Home tab | Paragraph group), press

TAB

or

SHIFT

+

TAB

, right-click the list item, and then click the desired command on the shortcut menu, or point to Change List Level in the Bullets or Numbering gallery and then click the desired list level on the submenu.

Other Ways

1. Type

1.

, press the

SPACEBAR

, and then type the numbered list

2. Right-click paragraph to number, point to

Numbering on shortcut menu, click desired number style remaining list items entered

To Save an Existing Document with the Same File Name

You have made several modifi cations to the document since you last saved it. Thus, you should save it again. The following step saves the document again.

1

Click the Save button on the Quick Access Toolbar to overwrite the previously saved fi le.

Break Point:

If you wish to take a break, this is a good place to do so. You can quit Word now. To resume at a later time, start

Word, open the fi le called All Seasons Sales Proposal, and continue following the steps from this location forward.

Editing and Formatting Tables

The sales proposal draft contains two Word tables: the fi tness class schedule table and the membership plans table (shown in Figure 4 – 25 on page WD 224). The fi tness class schedule table shows the days and times for various fi tness classes, and the membership plans table shows the costs of various membership plans. In this section, you will make several modifi cations to these two tables so that they appear as shown in Figure 4 – 1 on page WD 203.

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Creating a Document with a Title Page, Lists, Tables, and a Watermark

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Enhance the sales proposal with appropriate visuals.

Studies have shown that most people are visually oriented, preferring images to text. Use tables to clarify ideas and illustrate points. Be aware, however, that too many visuals can clutter a document.

Plan

Ahead

The following pages explain how to modify the tables in the sales proposal draft:

1. Fitness Class Schedule Table a. Change the column width for the column containing the class times.

b. Change row heights so that they are not so tall.

c. Shade table cells containing Spinning classes.

d. Change cell spacing.

e. Change the column width of days of week columns.

a. Delete the extra column on the right edge of the table.

b. Sort the table contents by facility.

second column.

d. Display text in a cell vertically to the left of the table.

e. Remove cell shading from the table.

f. Add borders to the table.

g. Sum columns in the table.

Table Wrapping

If you want text to wrap around a table, instead of displaying above and below the table, do the following: right-click the table and then click Table

Properties on the shortcut menu or click the Table

Properties button (Table

Tools Layout tab | Table group), click the Table tab

(Table Properties dialog box), click Around in the

Text wrapping area, and then click the OK button.

To Show Gridlines

When a table contains no borders, it sometimes is diffi cult to see the individual cells in the table. To help identify the location of cells, you can display gridlines, which show cell outlines on the screen. Gridlines are formatting marks, which means the gridlines do not print. The following step shows gridlines.

1

Display the table to be edited in the document window (in this case, the fi tness class schedule table).

View Table

Gridlines button

Table Tools and subordinate tabs automatically appear when insertion point is in table

Table Tools

Layout tab

Position the insertion point in any cell in the table.

Display the Table Tools Layout tab.

If gridlines are not displayed on the screen, click the View Table

Gridlines button (Table Tools Layout tab | Table group) to show gridlines in the table (Figure 4 – 48).

How do I turn table gridlines off?

Click the View Table Gridlines button again.

Table group fi tness class schedule table gridlines show outlines of rows and columns insertion point when insertion point is in a table, the ruler displays column markers that indicate the beginning and ending of columns times wrap in cells

Figure 4 – 48

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To Change Column Width

Notice in Figure 4 – 48 on the previous page that the leftmost column containing the class start times is not wide enough to fi t the contents; that is, the times wrap in the cells. In this proposal, the times should appear on a single line that is just wide enough to accommodate the class start times. Thus, you will change the column width of just this single column. You can change column widths by entering a specifi c value on the Ribbon or in a dialog box, or by using a marker on the ruler or the column boundary. The following steps change column width by dragging a column’s boundary.

1

Position the mouse pointer on the column boundary to the right of the column to adjust (in this case, to the right of the fi rst column) so that the mouse pointer changes to a double arrow split by two vertical bars (Figure 4 – 49).

mouse pointer on column boundary

Figure 4 – 49

2

Double-click the column boundary so that Word adjusts the column width according to the column contents. If all of the times still are not displayed on a single line, double-click the column boundary again so that all of the times show on a single line (Figure 4 – 50).

I

Experiment

Table Properties button

Practice changing this column’s width using other techniques: drag the Move Table Column marker on the horizontal ruler to the right and then to the left. Click the Table

Column Width box up and down arrows (Table Tools Layout tab | Cell

Size group). When you have fi nished experimenting, type

1.29

in the Table Column Width box (Table

Tools Layout tab | Cell Size group).

Other Ways

1. Drag Move Table Column marker on horizontal ruler to desired width

2. Enter desired value in

Table Column Width box

Move Table

Column marker times display on a single line

(Table Tools Layout tab |

Cell Size group)

3. Click Table Properties button (Table Tools Layout tab | Table group), click

Table Column Width box up and down arrows

Table Column

Width box column wider to fi t times on a single line

Figure 4 – 50

Column tab, enter width, click OK button

Cell Size group

Table Tools

Layout tab

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To Hide White Space

The fi tness class schedule table currently continues on the top of the next page in the document, and the headers and footers make it diffi cult to see the entire table at once. With the screen in Print Layout view, you can hide white space, which is the space that is displayed in the margins at the top and bottom of pages (including any headers and footers) and also the space between pages. The following steps hide white space, if your screen displays it.

1

Position the mouse pointer in the document window in the space between the pages so that the mouse pointer changes to a Hide

White Space button (Figure 4 – 51).

margin considered white space space between pages mouse pointer changes to Hide

White Space button

Figure 4 – 51

2

While the mouse pointer is a Hide

White Space button, double-click the mouse to hide white space, that is, the top and bottom margins and space between pages (Figure 4 – 52).

Does hiding white space have any effect on the printed document?

No.

How would I show white space again?

You would point to a line between two pages and double-click when with white space hidden, top and bottom margins disappear from screen the mouse pointer changes to a Show White

Space button.

double-clicking this line will cause white space to reappear all rows now are displayed together

Figure 4 – 52

Other Ways

1. Click File on Ribbon, click

Options in Backstage view, click Display in left pane (Word Options dialog box), remove check mark from Show white space between pages in Print Layout view check box, click

OK button

To Change Row Height

The next step in this project is to narrow the height of the rows containing the classes. You change row height in the same ways you change column width. That is, you can change row height by entering a specifi c value on the Ribbon or in a dialog box, or by using a marker on the ruler or the row boundary. The latter two, however, work only for a single row at a time. The steps on the next page change row height by entering a value on the Ribbon.

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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1

Select the rows to change (in this case, all the rows below the fi rst row that contains the days of the week).

How do I select rows?

Point to the left of the fi rst row and then drag downward when the mouse pointer changes to a right-pointing arrow.

Adjust Table

Row markers rows selected

Table Row

Height box

2

Click the Table Row

Height box up or down arrows (Table Tools

Layout tab | Cell Size group) as many times as necessary until the box displays 0.4" to change the row height to this value (Figure 4 – 53).

with new row height, all rows fi t at bottom of same page

Click anywhere to remove the selection from the table.

Other Ways

1. Click Table Properties button (Table Tools

Layout tab | Table group), click Row tab (Table

Properties dialog box), enter row height, click

OK button

2. Right-click selected row, click Table Properties on shortcut menu, click

Row tab, enter row height (Table Properties dialog box), click OK button

Figure 4 – 53

3. For a single row, drag row boundary (horizontal gridline at bottom of row in table) to desired height

4. Drag Adjust Table Row marker on vertical ruler to desired height

Table Row

Height box up and down arrows

Cell Size group

Table Tools

Layout tab current alignment is top left

Page Breaks and Tables

If you do not want a page break to occur in the middle of a table, position the insertion point in the table, click the Table

Properties button (Table

Tools Layout tab | Table group), click the Row tab

(Table Properties dialog box), remove the check mark from the ‘Allow row to break across pages’ check box, and then click the OK button. To force a table to break across pages at a particular row, click in the row that you want to appear on the next page and then press

CTRL

+

ENTER

.

To Align Data in Cells

The next step is to change the alignment of the data in cells that contain the class names. Recall that in addition to aligning text horizontally in a cell (left, center, or right), you can align it vertically within a cell (top, center, or bottom). Currently, the class names have a top left alignment (shown in Figure 4 – 53). In this project, they should be aligned center left so that they are more centered within the row height. The following steps change the alignment of data in cells.

1

Select the cells containing class names, as shown in Figure 4 – 54.

How do I select a series of cells?

Drag through the cells.

2

3

Click the Align Center Left button (Table Tools Layout tab | Alignment group) to center and left-align the contents of the selected cells (Figure 4 – 54).

Click anywhere to remove the selection from the table.

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Table Tools

Layout tab

Align Center

Left button

Alignment group top row not selected fi rst column not selected cells selected

Figure 4 – 54

Table Headings

If a table continues on the next page, you can instruct

Word to repeat the table headings at the top of the subsequent page(s) containing the table. To do this, select the fi rst row in the table and then click the Repeat Header Rows button (Table Tools Layout tab | Data group).

To Shade a Table Cell

In this table, the cells containing the Spinning label are to be shaded light green. First, you will shade a single cell this color. Then, you will shade the remaining cells. The following steps shade a cell.

1

Position the insertion point in the cell to shade (in this case, the cell containing

Spinning on Monday at 1:00 p.m.).

Table Tools

Design tab

Shading button

Shading button arrow mouse pointer

Shading gallery

Display the Table Tools

Design tab.

Table Styles group

Click the Shading button arrow (Table

Tools Design tab

| Table Styles group) to display the

Shading gallery.

insertion point placed in this cell before displaying live preview shading changes to show live preview of color to which you are pointing in gallery

Point to Green, Accent 4,

Figure 4 – 55

Lighter 60% (eighth color, third row) in the Shading gallery to display a live preview of that shading color applied to the current cell in the table (Figure 4 – 55).

I

Experiment

Point to various colors in the Shading gallery and watch the shading color of the current cell change.

No Color command removes shading from a cell

2

Click Green, Accent 4, Lighter 60% in the Shading gallery to apply the selected style to the current cell.

How do I remove shading from a cell?

Click the Shading button arrow and then click No Color in the Shading gallery.

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To Select Nonadjacent Items

The next step is to select the rest of the cells containing Spinning: Tuesday at 9:00 a.m., Wednesday at 7:00 a.m.,

Thursday at 7:00 p.m., Friday at 5:00 p.m., and Saturday at 11:00 a.m. Word provides a method of selecting nonadjacent items, which are items such as text, cells, or graphics that are not next to each other, that is, not to the immediate right, left, top, or bottom. When you select nonadjacent items, you can format all occurrences of the items at once.

The following steps select nonadjacent cells.

1

Select the fi rst cell to format (in this case, the cell containing Spinning on Saturday at

11:00 a.m.). Recall that to select a cell you position the mouse pointer on the left edge of the cell and then click when the pointer shape changes to an upward-pointing solid right arrow.

Why start selecting at the right of the table and move to the left?

If you begin selecting from the left, the Mini toolbar may obstruct the view of the next cells you attempt to select.

2

While holding down the

CTRL

key, select the next cell (in this case, the cell containing Spinning on

Friday at 5:00 p.m

.

) to select the nonadjacent cell.

click when mouse pointer is upwardpointing solid right arrow to select a cell nonadjacent cells selected

While holding down the

CTRL key, select the remaining non- adjacent cells (that is, Spinning on Thursday at 7:00 p.m., Spinning on Wednesday at 7:00 a.m., and

Spinning on Tuesday at 9:00 a.m.), as shown in Figure 4 – 56.

Do I follow the same procedure to select any nonadjacent item?

Yes. Select the fi rst item and then hold down the

CTRL key while selecting the remaining items.

Figure 4 – 56

To Shade Selected Cells the Same Color

With the remaining Spinning class cells selected, the next step is to shade them the same color green as the fi rst Spinning class. Because you earlier selected this color in the

Shading gallery, this color appears on the face of the Shading button. Thus, you simply can click the Shading button to use the same color, which appears on the face of the button. The following steps shade selected cells with the current color.

1

With the cells selected, click the Shading button (Table Tools Design tab | Table Styles group) to shade the selected cells with the current color (in this case, Green, Accent 4,

Lighter 60% (Figure 4 – 57).

What if I accidentally click the Shading button arrow?

Press the

ESC

key to remove the gallery from the screen and then repeat Step 1.

Q&As

For a complete list of the

Q&As found in many of the step-by-step sequences

What if the current color on the Shading button is not the color I want?

Click the Shading button arrow and then click the desired color.

in this book, visit the Word

2

Click anywhere to remove the selection from the table.

2010 Q&A Web page

(scsite.com/wd2010/qa).

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

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Table Tools Design tab

Shading button

Shading button arrow nonadjacent cells selected

Table Styles group

Figure 4 – 57

To Hide Gridlines

1

2

3

You no longer need to see the gridlines in the table. Thus, you can hide the gridlines. The following steps hide gridlines.

If necessary, position the insertion point in a table cell.

Display the Table Tools Layout tab.

Click the View Table Gridlines button (Table Tools Layout tab | Table group) to hide gridlines in the table on the screen.

To Change Cell Spacing

The next step in formatting the fi tness class schedule table is to place a small amount of white space between every cell in the table. The following steps change spacing between cells.

1

With the insertion point somewhere in the table, click the Cell

Margins button (Table

Tools Layout tab |

Alignment group) to display the Table

Options dialog box.

View Table

Gridlines button

Table group

Table Options dialog box

Table Tools

Layout tab

Alignment group

Cell Margins button

Place a check mark in the ‘Allow spacing in this area of dialog box, you can adjust margins in cells between cells’ check box and then click the up arrow once so that

0.02" is displayed in check box selected changed to 0.02" insertion point this box because you want to increase space between cells by this value (Figure 4 – 58).

OK button

Figure 4 – 58

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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2

Click the OK button

(Table Options dialog box) to apply the cell spacing changes to the current table

(Figure 4 – 59).

Figure 4 – 59

Other Ways

1. Click Table Properties button (Table Tools Layout tab | Table group), click

Table tab (Table Properties dialog box), click Options button, select desired options (Table Options dialog box), click OK button in each dialog box

2. Right-click table, click

Table Properties on shortcut menu, click Table tab (Table Properties dialog box), click Options button, select desired options (Table Options dialog box), click OK button in each dialog box

Table Columns

If you hold down the

ALT

key while dragging a column marker on the ruler or a column boundary in the table, the width measurements of all columns appear on the ruler as you drag the column marker or boundary.

To Change Column Width

1

2

3

In reviewing the fi tness class schedule table, you notice that the days of the week columns are different widths. Thus, the fi nal step in formatting the fi tness class schedule table is to change the column widths of the days of the week columns to the same width, specifi cally .95" so that the table does not extend so far into the margins. The following steps change column widths by specifying a value on the Ribbon.

Select the columns to be resized, in this case, all columns except the fi rst.

Click the Table Column Width box (Table Tools Layout tab | Cell Size group) to select it.

Type

.95

in the Table Column Width box and then press the

ENTER

key to change the width of the selected table columns (Figure 4 – 60).

4

Click anywhere to remove the selection from the table.

Table Tools

Layout tab value entered in Table Column

Width box width for selected columns changed

Cell Size group

Figure 4 – 60

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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To Delete a Column

With the fi tness class schedule table fi nished, the next task is to format the membership plans table. The table in the draft of the proposal contains a blank column that should be deleted. The following steps delete a column from a table.

1

Scroll to display the membership plans table in the document window.

Delete button

Table Tools

Layout tab

Position the insertion point in the column

Delete menu to be deleted

(in this case, the rightmost column).

Delete Columns command

Click the Delete button (Table Tools

Layout tab | Rows &

Columns group) to display the Delete menu (Figure 4 – 61).

2

Click Delete Columns on the Delete menu to delete the column containing the insertion point.

insertion point in column to delete

Other Ways

1. Right-click column to delete, click Delete

Cells on shortcut menu, click ‘Delete entire

Figure 4 – 61

column’ (Delete Cells dialog box), click OK button

2. Select column, right-click selection, click Delete

Columns on shortcut menu

T

O

D

ELETE A

R

OW

If you wanted to delete a row, you would perform the following tasks.

1. Position the insertion point in the row to be deleted.

2. Click the Delete button (Table Tools Layout tab | Rows & Columns group) and then click Delete Rows on the Delete menu.

or

1. Right-click the row to delete, click Delete Cells on the shortcut menu, click

‘Delete entire row’ (Delete Cells dialog box), and then click the OK button.

or

1. Select the row to be deleted.

2. Right-click the selected row and then click Delete Rows on the shortcut menu.

Draw Table

If you want to draw the boundary, rows, and columns of a table, click the Table button on the

Insert tab and then click

Draw Table in the Table gallery. Use the pencilshaped mouse pointer to draw the perimeter of the table and the inside rows and columns. Use the

Eraser button (Table Tools

Design tab | Draw Borders group) to erase lines in the table. To continue drawing, click the Draw Table button

(Table Tools Design tab |

Draw Borders group).

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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To Sort a Table

In the draft of this sales proposal, the membership plans are grouped by facility: exercise, aquatics, and gymnasium. These facilities should be listed in alphabetical order: aquatics, exercise, and then gymnasium. Thus, the next step is to sort rows in the table. Sorting tables is similar to sorting paragraphs. The following steps sort rows in a table.

1

Sort dialog box

Select the rows to be sorted (in this case, the three middle rows).

indicates to sort on Column 1 of selected rows

Table Tools

Layout tab

What if I want to sort all rows in the table?

Sort button

Place the insertion point anywhere in the table instead of selecting the rows.

Data group

Click the Sort button

(Table Tools Layout tab | Data group) to display the Sort dialog box (Figure 4 – 62).

What is the purpose of the Then by area

(Sort dialog box)?

If you have multiple values for a particular column, you can sort by columns within columns. For example, if the table had a city column and a last name column, you could sort by last names within cities.

rows selected

OK button

Figure 4 – 62

column deleted

2

Click the OK button

(Sort dialog box) to instruct Word to alphabetize the selected rows.

Click anywhere to remove the selection from the text

(Figure 4 – 63).

row contents sorted alphabetically by fi rst column insertion point

Figure 4 – 63

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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To Split Cells

The top, left cell of the table contains the text, Amenities and Programs. In the draft of the sales proposal, this row is above the fi rst two columns in the table (the facilities and the descriptions of the facilities). This heading,

Amenities and Programs, should be above the descriptions of the facilities, that is, above the second row. Thus, you will split the cell into two cells. The following steps split a single cell into two separate cells.

1

Position the insertion point in the cell to split, in this case the top, left cell as shown in Figure 4 – 63.

Split Cells button

Split Cells dialog box

Table Tools

Layout tab

Click the Split Cells button (Table Tools

Layout tab | Merge group) to display the

Split Cells dialog box

(Figure 4 – 64).

Merge group number of columns and rows after split

OK button

Figure 4 – 64

2

Verify the number of columns and rows into which you want the cell split, in this case,

2 columns and 1 row.

Click the OK button

(Split Cells dialog box) to split the one cell into two columns

(Figure 4 – 65).

contents in leftmost cell need to move right one cell single cell split into two cells

Figure 4 – 65

Other Ways

1. Right-click cell, click

Split Cells on shortcut menu

To Move Cell Contents

1

2

When you split a cell into two cells, Word places the contents of the original cell in the leftmost cell after the split. In this case, the contents (Amenities and Programs) should be in the right cell. Thus, the following steps move cell contents.

Select the cell contents to be moved (in this case, Amenities and Programs).

Drag the cell contents to the desired location (in this case, the second cell in the fi rst row)

(shown in Figure 4 – 66 on the next page).

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To Move a Cell Boundary

Notice in Figure 4 – 66 that the cell boundary to the left of the Amenities and Programs label does not line up with the boundary to the right of the facility types. This is because when you split a cell, Word divides the cell into evenly sized cells. If you want the boundary to line up with other column boundaries, drag it to the desired location.

The following steps move a cell boundary.

1

Position the mouse pointer on the cell boundary you wish to move so that the mouse pointer changes to a double arrow split by two vertical bars (Figure 4 – 66).

mouse pointer on cell boundary column heading moved here cell boundary not lined up correctly

Figure 4 – 66

as you drag cell boundary, vertical dotted line indicates proposed location of moved boundary original location of cell boundary

2

Drag the cell boundary to the desired new location, in this case, to line up with the column boundary to its left, as shown in Figure 4 – 67.

3

When you release the mouse button, the cell boundary moves to the new location (Figure 4 – 68). cell boundary lines up with column boundary

Figure 4 – 67

left edge of text lines up with left edge of rest of column

Figure 4 – 68

Other Ways

1. Drag Move Table

Column marker on horizontal ruler to desired width

To Distribute Columns

The fi nal step in formatting the membership plans table is to make the width of the individual and family columns uniform, that is, the same width. Instead of checking and adjusting the width of each column individually, you can make all columns uniform at the same time. The next step distributes selected columns.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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1

Select the columns to format, in this case, the two right columns.

Click the Distribute Columns button (Table Tools Layout tab |

Cell Size group) to make the width of the selected columns uniform

(Figure 4 – 69).

How would I make all columns in the table uniform?

Simply place the insertion point somewhere in the table before clicking the Distribute Columns button.

Cell Size group

Distribute Rows button

Distribute Columns button columns selected and distributed

Table Tools

Layout tab

Figure 4 – 69

T

O

D

ISTRIBUTE

R

OWS

If you wanted to make rows the same height, you would perform the following tasks.

1. Select the rows to format.

2. Click the Distribute Rows button (Table Tools Layout tab | Cell Size group) to make the width of the selected rows uniform.

To Insert a Column

In this project, the left edge of the membership plans table has a column that displays the label, Annual Rates by Facility. Thus, the following steps insert a column at the left edge of the table.

1

Position the insertion point somewhere in the fi rst column of the table.

Insert Columns to the Left button

2

Click the Insert Columns to the Left button

(Table Tools Layout tab | Rows & Columns group) to insert a column to the left of the column containing the insertion point

(Figure 4 – 70).

column inserted and selected

3

Click anywhere in the table to remove the selection.

Rows &

Columns group

Table Tools

Layout tab

Figure 4 – 70

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Merge Cells button

Merge group insertion point

To Merge Cells and Enter Text

The label, Annual Rates by Facility, is to be displayed vertically to the left of the bottom four rows in the table. To display this text, the four cells should be merged into a single cell. The following steps merge cells and then enter text in the merged cell.

Table Tools

Layout tab

1

Select the cells to merge, in this case, the bottom four cells in the fi rst column of the table.

2

Click the Merge Cells button (Table Tools

Layout tab | Merge group) to merge the four selected cells into one cell.

3

Type

Annual Rates by Facility

in the merged cell.

4

If necessary, bold and center the entered text

(Figure 4 – 71).

text entered in cell

Figure 4 – 71

To Display Text in a Cell Vertically

The data you enter in cells is displayed horizontally by default. You can rotate the text so that it is displayed vertically. Changing the direction of text adds variety to your tables. The following step displays text vertically in a cell.

1

Position the insertion point in the cell that contains the text to rotate

(shown in Figure 4 – 71).

Table Tools

Layout tab

Text Direction button

Click the Text Direction button twice (Table Tools Layout tab |

Alignment group) so that the text reads from bottom to top in the cell (Figure 4 – 72).

Move Table

Column marker

Alignment group

Why click the Text Direction button twice?

The fi rst time you click the Text

Direction button (Table Tools Layout tab | Alignment group), the text in the cell reads from top to bottom.

The second time you click it, the text is displayed so that it reads from bottom to top (Figure 4 – 72). If you were to click the button a third time, the text would be text direction changed to vertical, bottom to top in current cell displayed horizontally again.

Figure 4 – 72

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Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 253

To Change Column Width

The cell containing the vertical text is too wide. Thus, the next step is to change the width of that column. If you drag the column boundary as you did earlier in the chapter, it will adjust the width of other columns in the table. If you want the other columns to remain their current widths, drag the Move Table Column marker on the ruler or hold down the

ctrl

key while dragging the column boundary. The following step changes column width using the ruler.

1

Drag the column’s Move Table

Move Table Column marker moved left original location of Move Table

Column marker

Column marker on the ruler to the left, as shown in Figure 4 – 73, to resize the column.

as you drag Move Table

Column marker, vertical dotted line indicates proposed location of moved boundary insertion point

Figure 4 – 73

To Remove Cell Shading

In this table, only the fi rst row and fi rst column should have shading. Thus, the following steps remove shading from table cells.

1

Select the cells that should not contain shading (in this case, all of the cells below the fi rst row and to the right of the fi rst column).

Table Tools

Design tab

2

Table Styles group

Shading gallery

Display the Table Tools Design tab. Click the Shading button arrow (Table Tools Design tab

| Table Styles group) to display the

Shading gallery (Figure 4 – 74).

fi rst column not selected

Shading button

3

Click No Color in the Shading gallery to remove the shading from the selected cells (shown in

Figure 4 – 75 on the next page).

fi rst row not selected

4

Click anywhere in the table to remove the selection.

Shading button arrow

No Color command cells selected column width changed

Figure 4 – 74

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 254

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

To Border a Table

The table in this project has a 1-point, brown border around all cells. Earlier in this chapter when you created the title page, the border line weight was changed to 6 point and the border color changed to gold.

Because the table border should be 1 point and the color should be brown, you will use the Borders and Shading dialog box to change the line weight and color before adding the border to the table. The following steps add a border to a table.

1

Position the insertion point somewhere in the table.

Borders and

Shading dialog box

Table Tools

Design tab

Borders button

Borders button arrow

Click the Borders button arrow

(Table Tools Design tab | Table

Styles group) to display the Borders gallery.

Click Borders and Shading in the

Borders gallery to display the

Borders and Shading dialog box.

Click All in the Setting area (Borders and Shading dialog box), which will place a border on every cell in the table.

Click the Color box arrow and then click Brown, Accent 5 (ninth color, fi rst row) in the Color palette to specify the border color.

All selected

If necessary, click the Width box arrow and then click 1 pt to specify the thickness of the border

(Figure 4 – 75).

cell shading removed

Color box arrow

Width box arrow

OK button preview of selected settings insertion point

Click the OK button to place the border shown in the preview area of the dialog box around the table cells in the document (shown in Figure 4 – 76).

Figure 4 – 75

To Sum Columns in a Table

In this project, the last row should display the sum (total) of the values in the last two columns: individual and family. Word can calculate the totals of rows and columns. You also can specify the format for how the totals will be displayed. The next steps sum the columns in a table.

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 255

1

Position the insertion point in the cell to contain the sum (last row, second to last column).

2

Display the Table Tools Layout tab.

Click the Formula button (Table

Tools Layout tab | Data group) to display the Formula dialog box.

What is the formula that shows in the

Formula box, and can I change it?

Word places a default formula in the Formula box, depending on the location of the numbers in surrounding cells. In this case, because numbers are above the current cell, Word displays a formula that will add the numbers above the current cell. You can change the formula that Word proposes, or type a different formula. For example, instead of summing numbers you can multiply them.

Click the Number format box arrow

(Formula dialog box) and then click the desired format for the result of the computation, in this case, the format with the dollar sign

(Figure 4 – 76).

formula automatically entered based on location of numbers in cells above borders added to table

Formula dialog box

.00 to be removed from format

Formula button

Data group insertion point

Table Tools

Layout tab

Number format box arrow

Figure 4 – 76

3

Click the Number format box and then remove the two occurrences of

.00 in the displayed format because you want the total to be displayed as a whole number, that is, with no cents (Figure 4 – 77).

Number format edited

OK button

Figure 4 – 77

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WD 256

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

4

Click the OK button (Formula dialog box) to place the sum of the numbers using the specifi ed format in the current cell.

5

Press the

TAB

key to move the insertion point to the next cell to sum.

Repeat Steps 2, 3, and 4 to place the sum of the numbers using the specifi ed format in the current cell

(Figure 4 – 78).

Can I sum a row instead of a column?

table move handle

Yes. You would position the insertion point in an empty cell at the right edge of the row before clicking the Formula button.

If I make a change to a number in a table, does Word automatically recompute the sum?

No. You will need to update the fi eld by right-clicking it and then clicking Update Field on the shortcut menu, or selecting the fi eld and then pressing the

F9

key.

Figure 4 – 78

sums computed and entered

Moving Tables

If you wanted to move a table to a new location, you would point to the upper-left corner of the table until the table move handle appears (shown in

Figure 4 – 78), point to the table move handle, and then drag the table move handle to move the entire table to a new location.

To Center a Table

1

2

The last step in formatting this table is to center it horizontally between the page margins. The following steps center a table.

Select the table.

Display the Home tab. Click the Center button (Home tab | Paragraph group) to center the selected table between the left and right margins.

3

Click anywhere to remove the selection from the table.

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 257

To Delete a Blank Paragraph and Show White Space

1

2

You notice an extra paragraph mark below the membership plans table that should be deleted because it is causing an extra blank page in the document. You also would like to show white space again, so that the headers and footers are visible in the document window. The following steps delete a blank paragraph and show white space.

Press

CTRL

+

END

to position the insertion point at the end of the document.

Press the

BACKSPACE

key to remove the extra blank paragraph and delete the blank page.

If text spills onto a fourth page, remove space above paragraphs in the sales proposal until the entire proposal fi ts on three pages, as shown in Figure 4 – 1 on page WD 203.

3

Position the mouse pointer in the document window in the space below the current page or on the line between two pages so that the mouse pointer changes to a Show White

Space button.

4

While the mouse pointer is a Show White Space button, double-click the mouse to show white space, that is, the top and bottom margins and space between pages (Figure 4 – 79).

table centered extra blank paragraph mark removed document has three pages

Figure 4 – 79

Creating a Watermark

The fi nal task in this chapter is to create a watermark for the pages of the sales proposal.

A watermark is text or a graphic that is displayed on top of or behind the text in a document. For example, a catalog may print the words, Sold Out, on top of sold-out items. The fi rst draft of a fi ve-year-plan may have the word, Draft, printed behind the text of the document. Some companies use their logos or other graphics as watermarks to add visual appeal to their documents.

To Zoom Two Pages

1

2

The following steps display two pages (the fi rst two pages) in their entirety in the document window as large as possible, so that you can see the position of the watermark as you create it.

Press

CTRL

+

HOME

to position the insertion point at the beginning of the document.

Display the View tab. Click the Two Pages button (View tab | Zoom group) to display two entire pages in the document window as large as possible.

Quick Reference

For a table that lists how to complete the tasks covered in this book using the mouse, Ribbon, shortcut menu, and keyboard, see the Quick

Reference Summary at the back of this book, or visit the Word 2010 Quick

Reference Web page

(scsite.com/wd2010/qr).

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 258

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

To Create a Watermark

In this project, the words, GET FIT!, are displayed behind all text and graphics as a watermark. The following steps create a watermark.

1

Display the Page Layout tab.

Page Layout tab

Watermark button

Click the Watermark button (Page

Layout tab | Page Background group) to display the Watermark gallery (Figure 4 – 80).

Page Background group

2

Click Custom Watermark in the

Watermark gallery to display the

Printed Watermark dialog box.

Click Text watermark (Printed

Watermark dialog box) so that you can enter the text and formats for the watermark.

Watermark gallery

Custom Watermark command

Delete the text, ASAP, and then type

GET FIT!

in the Text box.

Click the Size box arrow to display a list of available watermark sizes.

Scroll to and then click 144 as the watermark size.

Click the Color box arrow and then click Tan, Background 2 (third color, fi rst row) as the watermark color.

Remove Watermark command removes watermark from document two pages are displayed in document window

Figure 4 – 80

Click Horizontal, so that the watermark appears horizontally on the page.

Click the Apply button to show a preview of the watermark on the pages in the document window

(Figure 4 – 81).

clicking Picture watermark allows you to create a watermark that contains a picture

Printed Watermark dialog box if you want to see behind the active dialog box, move it by dragging its title bar clicking Text box arrow shows a variety of predefi ned text watermarks

3

Click the Close button (Printed

Watermark dialog box) to close the dialog box.

How do I remove a watermark from a document?

Click the Watermark button (Page

Layout tab | Page Background group) and then click Remove Watermark.

Text watermark option button selected

Horizontal option button text typed

Size box arrow

Apply button Color box arrow

Close button

How do I create a picture watermark?

Click Picture watermark in the Printed

Watermark dialog box (Figure 4 – 81), select the picture for the watermark, and then click the OK button.

watermark of words, GET FIT!, inserted in document, centered vertically between top and bottom margins

Figure 4 – 81

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 259

To Check Spelling, Save, Print, and Quit Word

2

3

4

The following steps check the spelling of the document, save and print the document, and then quit Word.

1

Display the Review tab. Click the Spelling & Grammar button (Review tab | Proofi ng group) to begin the spelling and grammar check. Correct any misspelled words.

Save the sales proposal again with the same fi le name.

Print the sales proposal (shown in Figure 4 – 1 on page WD 203).

Quit Word.

Conserving Ink and Toner

If you want to conserve ink or toner, you can instruct

Word to print draft quality documents by clicking File on the Ribbon to open the

Backstage view, clicking

Options in the Backstage view to display the Word

Options dialog box, clicking

Advanced in the left pane

(Word Options dialog box), scrolling to the Print area in the right pane, placing a check mark in the ‘Use draft quality’ check box, and then clicking the OK button. Then, use the

Backstage view to print the document as usual.

Chapter Summary

In this chapter, you learned how to add a border to a paragraph, change paragraph indentation, insert and format a SmartArt graphic, apply character effects, insert a section break, insert a Word document in an open document, change theme fonts, insert formatted headers and footers, sort lists and tables, modify and format existing Word tables, sum columns in a table, and insert a watermark. The items listed below include all the new Word skills you have learned in this chapter.

1. Border a Paragraph (WD 206)

2. Change Left and Right Paragraph Indent (WD 210)

3. Insert a SmartArt Graphic (WD 212)

4. Delete Shapes and Add Text to Shapes in a SmartArt

Graphic (WD 214)

5. Change Colors of a SmartArt Graphic (WD 215)

6. Add a Shape to a SmartArt Graphic (WD 216)

7. Apply a SmartArt Style (WD 216)

8. Format Characters and Modify Character Spacing

Using the Font Dialog Box (WD 216)

9. Insert a Next Page Section Break (WD 220)

10. Delete a Section Break (WD 221)

11. Insert a Word Document in an Open Document

(WD 222)

12. Print Specifi c Pages in a Document (WD 223)

13. Delete a Page Break (WD 225)

14. Modify the Default Font Settings (WD 225)

15. Reset the Default Font Settings (WD 225)

16. Change Theme Fonts (WD 226)

17. Insert a Formatted Header Different from the

Previous Header (WD 229)

18. Insert a Formatted Footer (WD 230)

19. Format Page Numbers to Start at a Different

Number (WD 231)

20. Sort Paragraphs (WD 232)

21. Use the Format Painter Button (WD 233)

22. Customize Bullets in a List (WD 235)

23. Create a Multilevel Numbered List (WD 236)

24. Show Gridlines (WD 239)

25. Change Column Width (WD 240)

26. Hide White Space (WD 241)

27. Change Row Height (WD 241)

28. Shade a Table Cell (WD 243)

29. Select Nonadjacent Items (WD 244)

30. Change Cell Spacing (WD 245)

31. Delete a Column (WD 247)

32. Delete a Row (WD 247)

33. Sort a Table (WD 248)

34. Split Cells (WD 249)

35. Move a Cell Boundary (WD 250)

36. Distribute Columns (WD 250)

37. Distribute Rows (WD 251)

38. Display Text in a Cell Vertically (WD 252)

39. Border a Table (WD 254)

40. Sum Columns in a Table (WD 254)

41. Create a Watermark (WD 258)

If you have a SAM 2010 user profi le, your instructor may have assigned an autogradable version of this assignment. If so, log into the SAM 2010 Web site at www.cengage.com/sam2010 to download the instruction and start fi les.

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 260

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Learn It Online

Test your knowledge of chapter content and key terms.

Instructions: To complete the Learn It Online exercises, start your browser, click the Address bar, and then enter the Web address scsite.com/wd2010/learn. When the Word 2010 Learn It Online page is displayed, click the link for the exercise you want to complete and then read the instructions.

Chapter Reinforcement TF, MC, and SA

A series of true/false, multiple choice, and short answer questions that test your knowledge of the chapter content.

Flash Cards

An interactive learning environment where you identify chapter key terms associated with displayed defi nitions.

Who Wants To Be a Computer Genius?

An interactive game that challenges your knowledge of chapter content in the style of a television quiz show.

Wheel of Terms

An interactive game that challenges your knowledge of chapter key terms in the style of the television show Wheel of Fortune.

Practice Test

A series of multiple choice questions that test your knowledge of chapter content and key terms.

Crossword Puzzle Challenge

A crossword puzzle that challenges your knowledge of key terms presented in the chapter.

Apply Your Knowledge

Reinforce the skills and apply the concepts you learned in this chapter.

Working with a Table

Note: To complete this assignment, you will be required to use the Data Files for Students. See the inside back cover of this book for instructions on downloading the Data Files for Students, or contact your instructor for information about accessing the required fi les.

Instructions: Start Word. Open the document, Apply 4 - 1 Expenses Breakdown Draft, from the Data

Files for Students. The document contains a Word table that you are to modify. The modifi ed table is shown in Figure 4 – 82.

Figure 4 – 82

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 261

Perform the following tasks:

1. Show gridlines.

2. Delete the blank column between the 3rd and 4th Quarter columns.

3. Use the Distribute Rows command to evenly space all the rows in the table.

4. Use the Distribute Columns command to make the 1st, 2nd, 3rd, and 4th Quarter and Total columns evenly spaced.

5. Change the width of the 1st, 2nd, 3rd, and 4th Quarter and Total columns to 1".

6. Use the Formula button (Table Tools Layout tab | Data group) to place totals in the bottom row for the 1st, 2nd, 3rd, and 4th Quarter columns. The totals should be formatted to display dollar signs and cents.

7. Use the Formula button (Table Tools Layout tab | Data group) to place totals in the right column.

Start in the bottom-right cell and work your way up the column.

8. Add a row to the top of the table. Merge all cells in the fi rst row into a single cell. Enter the company name, Whitcomb Services, as the table title. Center the title.

9. Split the cell in the fi rst row into two rows (one column). In the new cell below the company name, enter the text, Expenses Breakdown, as the subtitle.

10. Shade the fi rst row Orange, Accent 6, Darker 25%. Shade the second row Orange, Accent 6,

Lighter 40%.

11. Add a 1 pt, Orange, Accent 6, Darker 50% border to all cells in the table.

12. Hide gridlines.

13. Change the height of the row containing the quarter headings (row 3) to .01". Change the alignment of these headings to Align Top Center.

14. Change the height of all expense rows and the total row (rows 4 through 9) to 0.3".

15. Change the alignment of the cells in the fi rst column to the left of all the dollar amounts to Align

Center Left.

16. Change the alignment of the cells containing dollar amounts to Align Center Right.

17. Center the entire table across the width of the page.

18. Sort the rows containing the expenses.

19. Change the document properties as specifi ed by your instructor.

20. Save the modifi ed fi le with the fi le name, Apply 4 - 1 Expenses Breakdown Modifi ed.

21. Submit the revised table in the format specifi ed by your instructor.

Extend Your Knowledge

Extend the skills you learned in this chapter and experiment with new skills. You may need to use Help to complete the assignment.

Modifying Multilevel List Formats, Drawing Tables, and Creating Picture Watermarks

Note: To complete this assignment, you will be required to use the Data Files for Students. See the inside back cover of this book for instructions on downloading the Data Files for Students, or contact your instructor for information about accessing the required fi les.

Instructions: Start Word. Open the document, Extend 4 - 1 Tax and Investment Seminars Draft, from the Data Files for Students. You will defi ne a new number format for the multilevel list, insert a picture watermark, and use Word’s Draw Table feature to draw a table.

Continued >

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 262

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Extend Your Knowledge

continued

Perform the following tasks:

1. Use Help to learn about defi ning multilevel list number formats, picture watermarks, and Draw Table.

2. For each level in the multilevel list, defi ne a new number format that is different from the format in the draft fi le. Be sure to change (at a minimum) the font, font size, and font color of the number format.

3. Insert a picture watermark using the Scales.wmf image on the Data Files for Students.

4. Below the multilevel list, draw the table shown in Figure 4 – 83. That is, use the Draw Table button to create the blank table.

Draw Table button

Table Eraser button create this table using the Draw

Table button pencil pointer enter dates in this column enter times in this column enter costs in this column use the Table

Eraser button to erase these two lines enter Estate

Planning data in this row enter Legal

Document

Preparation data in this row enter Tax

Preparation data in this row

Figure 4 – 83

5. In the leftmost column of the table, enter the text, Seminar Topic, so that it displays vertically in the cell.

6. In the second column of the table, enter these labels in the second, third, and fourth rows: Estate

Planning, Legal Document Preparation, and Tax Preparation.

7. In the top row, enter these headings in the last three columns: Date, Times, and Cost.

8. For Estate Planning, use this data for the table: Cost is $120; January 17 class times are

9:00 – 11:00 a.m. and 7:00 – 9:00 p.m.; January 31 class times are 1:00 – 3:00 p.m.

9. For Legal Document Preparation, use this data for the table: Cost is $140; January 10 class times are 9:00 – 11:30 a.m. and 7:30 – 10:00 p.m.; January 24 class times are 1:00 – 3:30 p.m.

10. For Tax Preparation, use this data for the table: Cost is $125; January 3 class times are 9:00 – 11:15 a.m. and 7:00 – 9:15 p.m.; January 10 class times are 1:00 – 3:15 p.m. and 5:00 – 7:15 p.m.

11. Enter the text, Special Offer: Attend all three seminars, in the bottom row. The cost for the bottom, right cell is $350.

12. Enhance the table as you deem appropriate.

13. Change the document properties, as specifi ed by your instructor. Save the revised document using a new fi le name and then submit it in the format specifi ed by your instructor.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

Word Chapter 4

WD 263

Make It Right

Analyze a document and correct all errors and/or improve the design.

Formatting a Title Page

Note: To complete this assignment, you will be required to use the Data Files for Students. See the inside back cover of this book for instructions on downloading the Data Files for Students, or contact your instructor for information about accessing the required fi les.

Instructions: Start Word. Open the document, Make It Right 4 - 1 Home Health Title Page Draft, from the Data Files for Students. The document is a title page that is missing elements and that is not formatted ideally (Figure 4 – 84). You are to remove the header and footer, edit the border, change paragraph indents, modify the SmartArt graphic, change character spacing, and adjust font sizes.

remove header add border around paragraphs fi x left and right paragraph indent increase font size to match fi rst line enlarge SmartArt graphic, edit, and format it change from condensed to expanded spacing

Figure 4 – 84

Perform the following tasks:

1. Remove the header and footer from the title page.

2. Modify the borders on the fi rst and second lines so that they surround all edges of each paragraph.

3. Change the left and right paragraph indent of the fi rst two lines (paragraphs) so that they have a 0.5" left and right indent.

4. Increase the font size of the text in the second line to match the font size of the text in the fi rst line.

5. Increase the size of the SmartArt graphic on the title page. Delete the shape that has no text in it.

Change the word, Maximum, to Optimum in the middle shape. Change the colors of the SmartArt graphic and then change the SmartArt style.

6. Change the zoom to one page.

7. Change the character spacing of the last two lines on the title page from condensed to expanded.

The fi rst of the two lines should be expanded more than the second of the two lines.

8. Increase font sizes so that the text is easy to read.

9. Add or remove space above or below paragraphs so that all contents of the title page fi t on a single page. Change the zoom back to 100%.

10. Change the document properties, as specifi ed by your instructor. Save the revised document with a new fi le name and then submit it in the format specifi ed by your instructor.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

WD 264

Word Chapter 4

Creating a Document with a Title Page, Lists, Tables, and a Watermark

In the Lab

Design and/or create a document using the guidelines, concepts, and skills presented in this chapter. Labs are listed in order of increasing diffi culty.

Lab 1: Creating a Proposal with a SmartArt Graphic, a Bulleted List, and a Table

Problem: The owner of Refl ections, a center for employee retreats, has hired you to prepare a sales proposal describing their facilities, which will be mailed to local businesses.

Instructions: Perform the following tasks:

1. Change the theme fonts to the Hardcover font set.

2. Create the title page as shown in Figure 4 – 85a. Be sure to do the following:

a. Insert the SmartArt graphic, add text to it, and change its colors and style as specifi ed.

right edges of the title paragraph by 0.5 inches.

3. At the bottom of the title page, insert a next page section break. Clear formatting.

72-point Bradley

Hand ITC bold font; color: Blue, Accent 1,

Darker 25%

SmartArt graphic –

Type: Relationship

Layout: Gear

Colors: Colorful Range -

Accent Colors 3 to 4

Style: Cartoon

1½-pt triple line outside border; color:

Olive Green, Accent 3,

Darker 25%

36-point Perpetua

Titling MT italic font; color: Purple, Accent 4,

Darker 25%

Figure 4 – 85 (a) Title Page

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Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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4. Create the second page of the proposal as shown in Figure 4 – 85b.

second page (section) of the proposal. Format the header text as shown.

second page (section) of the proposal. Format the footer text as shown. Delete the page number.

c. Format the headings using the heading styles as specifi ed.

bulleted item as shown. Use the format painter to copy the formatting to the remaining initial words in the bulleted list.

same height. Change the row height to 0.21 inches. Center the table. Left-align text in the fi rst column, and center text in the second and third columns. Shade the table cells as specifi ed.

5. Adjust spacing above and below paragraphs as necessary to fi t all content as shown in the fi gure.

6. Check the spelling. Change the document properties, as specifi ed by your instructor. Save the document with Lab 4 - 1 Employee Retreat Proposal as the fi le name.

16-point Calisto MT font; color: Purple,

Accent 4, Darker 25% header

Heading 1 style

Heading 2 style picture bullets

Purple, Accent 4,

Darker 25%; bold

Heading 2 style

1½-pt double line border; color: Olive

Green Accent 3,

Darker 25%

11-point bold, italic Book

Antiqua font; color: Purple,

Accent 4, Darker 25%

Purple, Accent 4,

Lighter 60% shading

Heading 1 style footer

11-point Book Antiqua font; color: Purple,

Accent 4, Darker 25%

Figure 4 – 85 (b)

Body of Proposal

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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72-point Algerian font; color: Blue-

Gray, Accent 1,

Darker 50%

72-point Algerian italic font; color: White,

Background 1; expanded spacing: 20 pt

In the Lab

Lab 2: Creating a Proposal with a SmartArt Graphic, a Complex Table, and a Numbered List

Problem: The owner of the Wide Eye Java has hired you to prepare a sales proposal describing its monthly service in a fi rst order confi rmation.

Note: To complete this assignment, you will be required to use the Data Files for Students. See the inside back cover of this book for instructions on downloading the Data Files for Students, or contact your instructor for information about accessing the required fi les.

Instructions: Perform the following tasks:

1. Change the theme colors to the Horizon color scheme.

2. Change the theme fonts to the Pushpin font set.

3. Create the title page as shown in Figure 4 – 86a. Be sure to do the following:

SmartArt graphic –

Type: Picture

Layout: Framed Text Picture

Colors: Colored Fill - Accent 1

Style: Intense Effect

54-point Algerian font for text watermark; color:

Brown, Accent 4,

Lighter 60%

52-point bold, italic Tempus

Sans ITC font; color: Brown,

Accent 4, Darker 50%

6-pt outside border; color:

Brown, Accent 4,

Darker 50% shading color:

Brown, Accent 4,

Darker 25% text to it, insert the picture, and change its colors and style as specifi ed. The picture fi le is called

Coffee Pot.wmf and is available on the Data Files for Students. (Hint:

Double-click the middle of the picture placeholder to display the

Insert Picture dialog box, locate the picture fi le, and then click the

Insert button (Insert Picture dialog box) to insert a picture.) Resize the picture as necessary. font colors. Include the border and paragraph shading around the company name. Expand the characters in the company name,

JAVA, by 20 points. Indent the left and right edges of the title paragraph by 0.5 inches.

4. At the bottom of the title page, insert a next page section break.

Clear formatting.

36-point Harrington bold font; color: Blue-Gray,

Accent 1, Darker 50%

Figure 4 – 86 (a) Title Page

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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5. Create the second page of the proposal as shown in Figure 4 – 86b.

second page of the proposal. Format the header text as shown.

1 style to 12 point and after to 6 point, and before and after the Heading 2 style to 6 point.

Update both heading styles.

second page of the proposal. Delete the page number.

the same height. Change the row height to 0.2 inches. Align center left the text in the Item

Description column, align center the text in the Quantity column and the Cost and Total headings, and align center right the dollar amounts in the Cost and Total columns. Center the table. Change the direction of the Food and Nonfood headings. Use a formula to compute the values in the total column (quantity times cost). Use another formula to sum the totals in the order total cell.

e. Create the numbered list as shown.

6. Create a diagonal

16-point Algerian font; color: Blue-Gray,

Accent 1 watermark with Thank

You! as the text. Adjust header spacing above and below paragraphs

Heading 1 style as necessary to fi t all content as shown in the fi gure.

Heading 2 style

7. Check the spelling.

Change the document properties, as specifi ed by your instructor. Save the document with

Lab 4 - 2 Coffee

Heading 2 style

Service Proposal as the fi le name.

bold; color: Tan,

Accent 2

½-pt border; color:

Blue-Gray, Accent 1,

Darker 50% color: Blue-Gray,

Accent 1, Lighter 80%

Heading 1 style numbered list

Heading 1 style footer

Figure 4 – 86 (b)

Body of Proposal

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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In the Lab

Lab 3: Enhancing a Draft of a Sales Proposal with a Title Page, a Bulleted List,

Tables, and a Multilevel List

Problem: You work at Nature Kids Summer Camp. Your coworker has prepared a draft of a proposal about the upcoming summer camp. You decide to enhance the proposal by adding picture bullets, a multilevel list, and another table. You also prepare a title page that includes a SmartArt graphic.

Note: To complete this assignment, you will be required to use the Data Files for Students. See the inside back cover of this book for instructions on downloading the Data Files for Students, or contact your instructor for information about accessing the required fi les.

Instructions: Perform the following tasks:

1. Change the theme colors to the Solstice color scheme. Change the theme fonts to the Aspect font set.

2. Create a title page similar to the one shown in Figure 4 – 87a.

48-point Kristen ITC font; color: Gold, Accent 2,

Darker 50%; paragraph shading: Green, Accent 4,

Lighter 60%; paragraph border: 6-pt Brown,

Accent 5, Darker 25%

Shadow; paragraph indent: .5"

48-point Kristen ITC font; color: Red, Accent 3,

Darker 50%; paragraph shading: Gold, Accent 2,

Lighter 60%; paragraph border: 6-pt Green,

Accent 4, Darker 50% Box; paragraph indent: .5"

SmartArt graphic –

Type: Relationship

Layout: Funnel

Colors: Colorful Range –

Accent Colors 4 to 5

Style: Moderate Effect watermark

36-point Book

Antiqua bold, italic font with small caps effect; color: Green,

Accent 4, Darker 50%; expanded 4 points

Figure 4 – 87 (a) Title Page

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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3. Insert a next page section break. Insert the draft of the body of the proposal below the title page.

The draft is called Lab 4 - 3 Nature Kids Camp Proposal Draft on the Data Files for Students.

4. Modify the fi rst page of the body of the draft so that it looks like Figure 4 – 87b, by doing the following:

a. Delete the page break above the Outdoor Activities heading.

starting page number to 1.

the bulleted item to the Intense Emphasis Quick Style. Use the format painter to copy the formatting to the remaining words. Sort the bulleted list.

cells as shown, and change cell spacing to 0.02 inches between cells. enter header add picture bullets, format words to left of colon, and sort list add shading to cells, adjust alignment, and adjust cell spacing enter footer

Figure 4 – 87 (b) Page 1

Continued >

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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In the Lab

continued

5. Modify the second page of the body of the draft so that it looks like

Figure 4 – 87c, by doing the following: list below the

Camper Tips heading.

the table as shown below the Camp Fees paragraph. create this multilevel list

6. Create the watermark as shown.

7. Check the spelling.

Change the document properties, as specifi ed by your instructor. Save the active document with the fi le name,

Lab 4 - 3 Nature Kids

Camp Proposal.

create this table

Figure 4 – 87 (c) Page 2

Cases and Places

Apply your creative thinking and problem solving skills to design and implement a solution.

Note: To complete these assignments, you may be required to use the Data Files for Students. See the inside back cover of this book for instructions on downloading the Data Files for Students, or contact your instructor for information about accessing the required fi les.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating a Document with a Title Page, Lists, Tables, and a Watermark

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1: Create a Proposal for Tutoring

Academic

As a part-time assistant in the tutoring center at your school, your boss has asked you to design a two-page sales proposal for the center that will be posted on campus. The title page is to contain the name, A+ Tutoring, formatted with a border and shading. Include an appropriate SmartArt graphic that conveys this message: Hard Work and Dedication Lead to Academic Success. Include the slogan,

Building Successful Students.

The second page of the proposal should contain the following: heading — Help Is Here!; paragraph — Whether you need help in math, English, or a foreign language, A+ Tutoring is here to help. Conveniently located in the Student Services Building in room S-80, we offer extended hours and specialized tutoring in several different subjects.; heading — Prepare for Success; paragraph —

The following are recommended materials and guidelines to help maximize your tutoring experience:; multilevel list — 1) Items to bring: although these items are not completely necessary, they have been found to be helpful during tutoring, 1a) Pens, pencils, highlighters, or other writing implements, 1b) Paper, notebooks, binders, 1c) Textbooks and any supplemental materials for subject

(i.e., workbooks, handbooks, lab notes, assigned reading), 1d) Calculator, 2) Be prepared for your tutoring session, 2a) Have a list of questions ready for your tutor, 2b) Provide tutor with background information, 2bi) Is this subject your major?, 2bii) At what point or which topic caused you to fall behind?, 2biii) Do you plan to take additional courses in this subject?, 3) Choose a time slot for your tutoring session that allows you to be alert, punctual, and ready to learn; heading — Tutoring

Hours; paragraph — The table below lists the tutoring hours available by subject.; table — row 1 column headings: Subject, Day, Time; row 2: Algebra, Monday – Friday, 9:00 a.m. – 1:00 p.m.; row 3: Calculus, Monday – Wednesday, 2:00 p.m. – 4:30 p.m.; row 4: Geometry, Monday, Tuesday,

Friday, 8:00 a.m. – 11:30 a.m.; row 5: Spanish, Wednesday and Friday, 4:00 p.m. – 9:00 p.m.; row 6:

German, Wednesday – Friday, 6:00 p.m. – 9:00 p.m.; row 7: French, Tuesday and Thursday,

9:00 a.m. – 2:00 p.m.; row 8: English Composition, Monday – Wednesday, 3:00 p.m. – 7:30 p.m.

Both pages should include the text watermark, Building Successful Students. Use the concepts and techniques presented in this chapter to create and format the sales proposal. Be sure to check the spelling and grammar of the fi nished document. Submit your assignment in the format specifi ed by your instructor.

2: Create a Proposal for a Family Business

Personal

As a part-time helper with your family business, your sister has asked you to design a two-page sales proposal for the business that will be mailed to local residents. The title page is to contain the name,

Steam n Fresh Carpet Cleaning, formatted with a border and shading. Include an appropriate

SmartArt graphic with the text: Home, Offi ce, Industrial. Include the slogan, Effi cient and Thorough

Carpet Cleaning.

The second page of the proposal should contain the following: heading — Why Choose

Steam n Fresh?; paragraph — Steam n Fresh Carpet Cleaning is a family-owned business that has been in continuous operation for more than 30 years. We have four facilities in the greater

Mitchelltown area, so we are never far from your home or business. And, whether it is your home or your business in need of our services, we have the equipment for the job.; heading — Your

Customized Estimate; paragraph — As you requested in your e-mail query, below is an estimate to clean your facility. Note that the prices are discounted at 10 percent, per our online coupon offer.; table — row 1 column headings: Item, Cost; row 2: Air duct cleaning, $70; row 3: 3 offi ces @ $15 each, $45; row 4: 2 hallways @ $10 each, $20; row 5: Conference room, $25; row 6: 16 chairs @ $3 each, $48; row 7: Lunchroom, $40; row 8: Total, [use the formula command to compute the sum];

Continued >

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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Cases and Places

continued

heading — Services Included; paragraph — Our technicians use an eco-friendly, biodegradable solution to clean your items. All furniture pieces (with the exception of large electronic items) are moved and replaced after the carpet beneath them has been cleaned. In addition, we use a patented brush attachment to clean next to the baseboard, which many other cleaners do not.; heading —

Optional Services; paragraph — In addition to the standard services included, we offer the following optional services:; multilevel list — 1) Repair, 1a) Deep stain treatment and removal, 1b) Tears, burns, and other damage, 1c) Restretching, 1d) Odor removal, 2) Window coverings, 2a) Draperies of any fabric type or size (priced per panel; cost varies based on width and length of drapery),

2b) Mini and vertical blinds, shades, and other window coverings, 3) 24-hour emergency water damage and fl ood service.

Both pages should include the text watermark, Steam n Fresh. Use the concepts and techniques presented in this chapter to create and format the sales proposal. Be sure to check the spelling and grammar of the fi nished document. Submit your assignment in the format specifi ed by your instructor.

3: Create a Proposal for a Construction Company

Professional

As a part-time assistant for Oak Ridge Builders, your boss has asked you to design a two-page sales proposal for the business that will mailed to residents of northwestern Indiana. The title page is to contain the name, Oak Ridge Builders, formatted with a border and shading. Include an appropriate

SmartArt graphic that conveys this message: Quality, Design, and Affordability. Include the slogan,

Building Better Homes for 50 Years!

The second page of the proposal should contain the following: heading — Select Lots Now

Available in Windmere Estates; paragraph — Oak Ridge Builders has just acquired a substantial parcel of lots in the new, prestigious Windmere Estates subdivision. Let us build your new home on the lot of your choice. Windmere Estates offers the following:; bulleted list — Convenient location just 10 minutes from the interstate and approximately 20 minutes from downtown; Wooded lots with mature trees; Community pool, clubhouse, and park; Four-star school district; Reasonable neighborhood association fees provide snow removal, common area maintenance, and street signs;

Wide, winding streets complete with sidewalks; heading — Available Lots; paragraph — All lots range from one-third to three-quarters of an acre. Discounts are available to buyers who wish to purchase a double lot. The table below lists the lots available for purchase (shaded lot numbers indicate wooded lot).; table — row 1 column headings: Lot Size, Price, Lot Number; row 2: Onethird acre, $37,000, 80; row 3: One-third acre, $35,950, 58; row 4: One-half acre, $40,000, 56

(wooded lot); row 5: One-half acre, $40,000, 74; row 6: One-half acre, $45,000, 47 (wooded lot); row 7: Two-thirds acre, $46,000, 113; row 8: Two-thirds acre, $53,500, 94 (wooded lot); row 9: Threequarter acre, $50,000, 98; row 10: Three-quarter acre, $57,000, 85 (wooded lot); row 11: Threequarter acre, $62,000, 87 (wooded lot); heading — About Oak Ridge Builders; paragraph — At Oak

Ridge Builders, we have been building affordable, quality housing in this area for more than 50 years.

We offer a variety of fl oor plans, including ranch, bi-level and tri-level, and two-story homes, with or without basements. You can choose from one of our popular designs, or we can build from your plans.

We also are happy to customize any fl oor plan to meet your needs.; paragraph — Take advantage of the various tax credits, discounts, and low interest rates available today. Let us help you build your dream home!

Both pages should include the text watermark, Phase 1 Now Open. Use the concepts and techniques presented in this chapter to create and format the sales proposal. Be sure to check the spelling and grammar of the fi nished document. Submit your assignment in the format specifi ed by your instructor.

Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s).

Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

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