Microsoft Official Academic Course

Microsoft Official Academic Course
Microsoft
2IÀFLDO
$FDGHPLF&RXUVH
MOS
EXAM
Microsoft
:RUG
Microsoft Official Academic Course
MICROSOFT WORD 2013
ii
Editor
Executive Publisher
Director of Sales
Technical Editor
Executive Marketing Manager
Assistant Marketing Manager
Microsoft Strategic
Relationships Manager
Editorial Program Assistant
Senior Content Manager
Production Editor
Creative Director
Cover Designer
Product Designer
Content Editor
Bryan Gambrel
Don Fowley
Mitchell Beaton
Joyce Nielsen
Chris Ruel
Debbie Martin
Gene Longo of Microsoft Learning
Allison Winkle
Kevin Holm
Tim Lindner
Harry Nolan
Tom Nery
Jennifer Welter
Wendy Ashenberg
This book was set in Garamond by Aptara®, Inc. and printed and bound by Courier/Kendallville.
The covers were printed by Courier/Kendallville.
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any
form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise,
except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without
either the prior written permission of the Publisher, or authorization through payment of the
appropriate per-copy fee to the Copyright Clearance Center, Inc. 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission
should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street,
Hoboken, NJ 07030-5774, (201) 748-6011, fax (201) 748-6008. To order books or for customer
service, please call 1-800-CALL WILEY (225-5945).
Microsoft, ActiveX, Excel, InfoPath, Microsoft Press, MSDN, OneNote, Outlook, PivotChart,
PivotTable, PowerPoint, SharePoint, SQL Server, Visio, Windows, Windows Mobile, and
Windows Server are either registered trademarks or trademarks of Microsoft Corporation in the
United States and/or other countries. Other product and company names mentioned herein may
be the trademarks of their respective owners.
The example companies, organizations, products, domain names, e-mail addresses, logos,
people, places, and events depicted herein are fictitious. No association with any real company,
organization, product, domain name, e-mail address, logo, person, place, or event is intended or
should be inferred.
The book expresses the author’s views and opinions. The information contained in this book is
provided without any express, statutory, or implied warranties. Neither the authors, John Wiley
& Sons, Inc., Microsoft Corporation, nor their resellers or distributors will be held liable for any
damages caused or alleged to be caused either directly or indirectly by this book.
ISBN 978-0-470-13307-1
Printed in the United States of America
10 9 8 7 6 5 4 3 2 1
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
iii
Foreword from the Publisher
Wiley’s publishing vision for the Microsoft Official Academic Course series is to provide students
and instructors with the skills and knowledge they need to use Microsoft technology effectively in
all aspects of their personal and professional lives. Quality instruction is required to help both educators and students get the most from Microsoft’s software tools and to become more productive.
Thus our mission is to make our instructional programs trusted educational companions for life.
To accomplish this mission, Wiley and Microsoft have partnered to develop the highest quality
educational programs for Information Workers, IT Professionals, and Developers. Materials created by this partnership carry the brand name “Microsoft Official Academic Course,” assuring
instructors and students alike that the content of these textbooks is fully endorsed by Microsoft,
and that they provide the highest quality information and instruction on Microsoft products. The
Microsoft Official Academic Course textbooks are “Official” in still one more way—they are the
officially sanctioned courseware for Microsoft IT Academy members.
The Microsoft Official Academic Course series focuses on workforce development. These programs are aimed at those students seeking to enter the workforce, change jobs, or embark on new
careers as information workers, IT professionals, and developers. Microsoft Official Academic
Course programs address their needs by emphasizing authentic workplace scenarios with an abundance of projects, exercises, cases, and assessments.
The Microsoft Official Academic Courses are mapped to Microsoft’s extensive research and jobtask analysis, the same research and analysis used to create the Microsoft Office Specialist (MOS)
exams. The textbooks focus on real skills for real jobs. As students work through the projects and
exercises in the textbooks they enhance their level of knowledge and their ability to apply the latest
Microsoft technology to everyday tasks. These students also gain resume-building credentials that
can assist them in finding a job, keeping their current job, or in furthering their education.
The concept of life-long learning is today an utmost necessity. Job roles, and even whole job
categories, are changing so quickly that none of us can stay competitive and productive without
continuously updating our skills and capabilities. The Microsoft Official Academic Course offerings, and their focus on Microsoft certification exam preparation, provide a means for people
to acquire and effectively update their skills and knowledge. Wiley supports students in this endeavor through the development and distribution of these courses as Microsoft’s official academic
publisher.
Joe Heider
Senior Vice President, Wiley Global Education
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
iv
Illustrated Book Tour
c01UnderstandingWord.indd Page 1 24/07/13 7:01 PM user
/203/WB01065/9780470133071/ch01/text_s
Understanding Word
1
Lesson Skill Matrix
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Customize the Quick Access toolbar.
1.4.3
Creating a Document
Demonstrate how to use Show/Hide.
Create new blank documents.
1.4.7
1.1.1
Saving a Document
Save document in alternative file formats.
Maintain backward compatibility.
1.5.2
1.5.7
Working with Templates
Demonstrate how to use Show/Hide.
Create new documents and apply templates.
1.4.7
1.1.2
Previewing and Printing a Document
Configure documents to print.
Print document sections.
Set print scaling.
1.5.1
1.5.3
1.5.6
Starting Word 2013
Working with Tools
Opening Backstage
Using the Microsoft Word Help Button
Key Terms
c01UnderstandingWord.indd Page 2 24/07/13 7:02 PM user
Business
Scenario
Closing a Document and Closing Word
2
/203/WB01065/9780470133071/ch01/text_s
Lesson 1
Tech Terrace Real Estate works with clients to buy, sell, and rent homes
in a neighborhood that borders a local university. The company’s agents
regularly create letters, sales data, and other real estate information to
be mailed to current and prospective clients. Microsoft Word 2013 is the
perfect tool for this task and much more. In this lesson, you learn how
© kali9/iStockphoto
KEY TERMS
• Access keys
• AutoComplete
• Backstage view
• Block Style
• command
• dialog box
• dialog box launcher
• groups
• I-beam
• insertion point
• KeyTips
• menu
• Mini toolbar
• mixed punctuation
• nonprinting characters
• open punctuation
to navigate the new Word 2013 interface and use basic Word features
to create and manage documents such as those used by Tech Terrace
• Preview
• Print
• Quick Access Toolbar
• Redo
• Ribbon
• Save
• Save As
• ScreenTip
• Settings
• shortcut menu
• tabs
• template
• Undo
• white space
• Word Wrap
Real Estate.
© kali9/iStockphoto
SOFTWARE ORIENTATION
Microsoft Word’s Opening Screen
Before you begin working in Microsoft Word 2013, you need to acquaint yourself with the
primary user interface (UI). When you open a blank document in Microsoft Word 2013, you
see a screen similar to that shown in Figure 1-1.
Quick Access Toolbar
Tabs
1
Document Title
Help Button
Minimize
Microsoft Word logo
Software
Orientation
Microsoft
Account Sign in
Collapse the Ribbon
Insertion point
c02BasicEditing.indd Page 58 24/07/13 7:36 PM user
Horizontal Ruler
/203/WB01065/9780470133071/ch02/text_s
Blank Document
Vertical Ruler
58
Restore
Down/Maximize
Close
Ribbon
Lesson 2
Status bar
CUTTING, COPYING, AND PASTING TEXT
The Bottom Line
It is often necessary to copy or remove text from one location in a document and place it in another. When you use the copy or cut command, the Clipboard stores the items for you to paste
in another location of the document or Office file. When you cut text, Word removes it from the
original location and places the deleted text in the Clipboard collection. When you copy text,
Word places a duplicate copy in the Clipboard. The Paste command then pastes text from the
Clipboard to a new location in either the original document or a new document. In this exercise,
you learn two different ways to copy and move text—using the Clipboard and using the mouse.
Figure 1-1
Microsoft Word 2013 Opening screen
Microsoft has designed the Word UI to provide easy access to the commands you need most
often when creating and editing documents. (Note that your screen might vary somewhat
from the one shown here, depending on your program’s settings.) Use Figure 1-1 as a reference
throughout this lesson as well as the rest of this book.
Entries placed in the Clipboard can be placed anywhere in a document by positioning the insertion point in the new location, and then selecting one of the three Paste options shown in
Table 2-5 and Figure 2-21.
Table 2-5
Paste option descriptions
Paste Option
Description
Sample Item Placed
on Clipboard
How Item Displays
When Pasted
Keep source formatting
Keeps the selected text with
the original format, including
hyperlinks.
WILEY.COM
WILEY.COM
Merge formatting
If the text contains fonts of
different sizes and colors, the
paste produces black text with
Calibri (Body) 11-point formatting when in a new document
screen. If pasting in the same
document, the destination
formatting is used.
Paste
Paste
Keep text only
Regardless of its font, size, and
formatting, when pasted, the
text appears in 11-point Calibri
(Body).
College
College
Zoom Slider
Task bar
Bottom Line
Figure 2-21
Paste options
Easy-to-Read
Tables
Keep Source
Formatting
Keep Text Only
Merge Formatting
Copying and Moving Text with Clipboard Commands
The Clipboard enables you to cut or copy multiple items and paste them into any Office document. In
this exercise, you learn to use the Clipboard command group on the Home tab to copy and move text.
Collected items stay on the Clipboard until all Office programs are closed or you click the Clear
All button in the Clipboard task pane. The Clipboard holds up to 24 items and when another
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
v
Illustrated Book Tour
c05ManagingTextFlow.indd Page 151 24/07/13 8:46 PM user
/203/WB01065/9780470133071/ch05/text_s
Managing Text Flow
STEP BY STEP
151
Insert Line Numbers
USE the document that is open from the previous exercise.
1. On the Page Layout tab, in the Page Setup group, click the Line Numbers drop-down
arrow to display the menu as shown in Figure 5-14. By default, None is selected.
Figure 5-14
Line Numbers menu
Screen Images with Callouts
Line Numbers menu
Line Numbering Options opens the
Page Setup dialog box
2. Select Continuous. The line numbering is now turned on and each line where text
appears is numbered.
Workplace Ready
3. Press Ctrl + G to use the Go To command. Select Line in the Go to what section, and
then type 25 in the Enter line number box.
4. Click the Go To button. The insertion point is now placed at the beginning of line 25
Click Close.
5. Click Breaks and insert a Next Page section beak. Notice that line 25 is now on page 2.
6. The insertion point is resting on page 2 on line 25.
c02BasicEditing.indd Page 55 24/07/13 7:35 PM user
7. Click the Line Numbers button to display the menu and select Restart Each Section.
The line numbering begins at 1.
/203/WB01065/9780470133071/ch02/text_s
8. SAVE the document as Relocation3 Proposal in the lesson folder on your flash drive,
and then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
Workplace
Basic Editing
Take Note
Reader Aids
Ready
Cross
Ref
Take Note
You can use the Find and Replace tool to replace specific punctuation within a document. For
instance, say you pressed the spacebar twice at the end of each sentence and you would like to
replace each set of two spaces with only one space. In the Find what text box, press the Spacebar
twice; then in the Replace with text box, press the Spacebar once and click the Replace All button.
Upon doing this, Word replaces all instances of double spacing with single spaces.
USE LINE NUMBERS TO REFERENCE QUICKLY
Showing line numbers can be used for legal documents or for documents that a team group is
reviewing. It is easier to reference the line number rather than “paragraph 6, second sentence”,
which saves time from having to look for text.
Inserting Nonbreaking Spaces
Word determines when to wrap text to the next line as it reaches the right margin. In some instances,
you might want to keep the text together on the same line, such as for a date (November 19, 20XX),
a telephone number (999) 888-5555), a proper name (LA Martinez), and so on. In this exercise, you
learn to insert nonbreaking spaces in Word, to keep selected text on a single line.
Step by Step
Exercises
55
Section and manual breaks are covered in Lesson 5.
When replacing text, you can confirm each replacement to make sure it is correct by clicking
Replace instead of Replace All. Using the Find and Replace command assists you in finding text
and avoiding mistakes.
Troubleshooting
If you experience problems when using the Replace command to replace formatting or one
of the special elements, display the Find and Replace dialog box again. Review the Find what
text box for correct spelling or correct element. Below the Replace with text box is the Formatting to replace text. For instance, if you are replacing search text with a red color and
bold as the style, below the Replace with text box, you see Font: Bold, Font color: Red (refer
to Figure 2-19).
Using the Go To Command to Navigate a Long Document
c04ParagraphFormatting.indd Page 95 24/07/13 8:02 PM user
/203/WB01065/9780470133071/ch04/text_s
Paragraph Formatting
In a longer document, you might want to move through the document more quickly than is possible
by scrolling. The Go To command provides a way to navigate through longer documents quickly.
In this exercise, you learn to use the Go To command to move through a lengthy document.
Using the Go To command jumps to a specific page, table, graphic, equation, or other item in your
document. To go to the next or previous item of the same type, leave the Enter box empty, and
then click Previous or Next. The Go To command is located in the Find and Replace dialog box.
95
11. Select the four paragraphs under Introduction.
12. On the horizontal ruler, press and hold the left mouse button and drag the First-line
marker to 0.5 inches.
indent
Troubleshooting
Reader Aids
STEP BY STEP
Use the Go To Command
Troubleshooting Click the View tab and choose Ruler from the Show command group.
USE the document that is open from the previous exercise.
13. Select all the paragraphs under the General Performance Expectation Guidelines .
Another Way
To indent the first
line of a paragraph, click in
front of the line and press Tab.
To indent an entire paragraph,
select the whole paragraph and
press Tab.
2.2.7
14. On the Page Layout tab, in the Paragraph group, launch the Paragraph dialog box, and
change the Special selection to First line by clicking the drop-down arrow. Click OK to
accept the default setting of 0.5 inches.
15. Select both paragraphs under the Equal Employment Opportunity and Diversity.
16. Right-click and select Paragraph—this is another way to open the Paragraph dialog box.
17. Change the Special selection to First line. Click OK . Using a shortcut method, you can
also access the Paragraph dialog box.
Figure 2-20
Go To tab
18. SAVE the document as B&B First Line Indent in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
How would you set indents?
STEP BY STEP
1. On the Home tab, in the Editing group, click the drop-down arrow next to the Find
button, and then click Go To. The Go To tab of the Find and Replace dialog box is
displayed, as shown in Figure 2-20.
Another Way
Reader Aids
Additional
options to
select
Set Hanging Indents
Enter value in the box
USE the document that is open from the previous exercise.
1. Place the insertion point at the beginning of the first paragraph under the heading
Acknowledgement , and then select the first two paragraphs.
2. On the Home tab, launch the Paragraph dialog box and change the Special selection
from First Line to Hanging. Click OK . The first line of both paragraphs begins at the left
of the margin whereas the remaining paragraphs are indented 0.5 inches from the left
margin.
Figure 4-4
Use scroll bar or
arrow to view
options
3. Under the same heading, select the last two paragraphs. On the horizontal ruler, press
and hold the left mouse button and drag the first-line indent
marker so that it
aligns with the left margin. You need to reposition the first-line indent marker so that
it doesn’t move when you begin dragging the hanging indent marker. Your markers on
the ruler should match Figure 4-4.
Markers on ruler aligned
First line and
Hanging indent
markers are
aligned to the
left margin
The selected
paragraphs are no
longer indented
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
vi
Illustrated Book Tour
c04ParagraphFormatting.indd Page 111 24/07/13 8:06 PM user
/203/WB01065/9780470133071/ch04/text_s
Paragraph Formatting
STEP BY STEP
111
Create a Bulleted List
OPEN Alarm from the data files for this lesson.
1. Select the two paragraphs below the phrase Please keep in mind: .
2. On the Home tab, in the Paragraph group, click the Bullets
solid circles appear before the selected paragraphs.
button. Notice that
3. Place the insertion point at the end of the second bulleted paragraph.
Data Files Icon
4. Press Enter. Word automatically continues the bulleted list by supplying the next
bulleted line.
3.3.1
5. Beside the new bullet, type If you do not know your four-digit code and password,
please get it from the HR department .
How do you apply bullets in
a document?
6. SAVE the document as B&B Alarm in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Microsoft Office
Specialist Certification
Objective Alert
Change the Bulleted List
USE the document that is open from the previous exercise.
1. Select the entire bulleted list.
2. To change the format of the bulleted list, click the drop-down arrow next to the Bullets
button to display the menu shown in Figure 4-18. The bulleted items might not
match your screen.
Figure 4-18
Bullet formatting options
Recently Used Bullets are
shown here
Bullet Library
c04ParagraphFormatting.indd Page 100 24/07/13 8:04 PM user
100
Change List Level
displays different
bullet levels
/203/WB01065/9780470133071/ch04/text_s
Sample Document
Bullets revealed here
Create a new bullet using a
symbol or picture
Lesson 4
STEP BY STEP
Change Alignment to Right
Take Note
USE the document that is open from the previous exercise.
1. Place the insertion point in the first paragraph under Acknowledgement .
2. On the Home tab, in the Paragraph group, click the Align Right
side of the paragraph is even whereas the left is uneven.
To change a bulleted list to a numbered list (or vice versa), select the list and then click either
the Bullets button or the Numbering button. To remove one of the bullets from the Library,
open the Bullets drop-down menu; then in the Bullet Library, select the bullet and right-click
to remove it.
button. The right
3. Select the second paragraph, right-click and select Paragraph.
4. In the Alignment list under General, click the drop-down arrow, and then click Right.
Review the Preview area, the paragraph is right-aligned. Click OK .
5. Select the last two paragraphs under Acknowledgement, and press Ctrl1R to align the
text on the right. The right side of the paragraphs are even, whereas the left are uneven.
6. SAVE the document as B&B Right Align in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Cross Reference
Reader Aid
c03CharacterFormatting.indd Page 86 24/07/13 8:24 PM user
Change Alignment to Center
/203/WB01065/9780470133071/ch03/text_s
USE the document that is open from the previous exercise.
1. Place the insertion point in the Acknowledgement heading.
2. On the Home tab, in the Paragraph group, click the Center
now centered between the left and right margin.
button. The heading is
86
Lesson 3
3. Use the multi-selection and select the headings, Introduction, General Performance
Expectation Guidelines, and Equal Employment Opportunity and Diversity.
Cross
Ref
Cross
Ref
4. Press Ctrl1E to center the headings using the shortcut key.
5. SAVE the document as B&B Centered Headings in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Skill Summary
Change Alignment to Left
Refer to Lesson 2 for more information about multi-selection.
SKILL SUMMARY
In Lesson 2, you learn to select text using different methods. To select multiple text areas, press
Ctrl and select the text.
USE the document that is open from the previous exercise.
In This Lesson, You Learned To:
Exam Objective
Objective
Number
Format Characters Manually
Change font attributes.
2.2.1
Use the Format Painter
Demonstrate how to use Format Painter.
Highlight text selections.
2.2.3
2.2.8
Format Text with Styles
Add styles to text.
Modify existing style attributes.
2.2.9
2.2.11
Format Text with WordArt
Import Files.
Change text to WordArt.
Open non-native files directly in Word.
Open a PDF in Word for editing.
1.1.3
2.2.10
1.1.4
1.1.5
Remove Text Formatting
Clear existing formatting.
2.2.6
1. Select all four paragraphs under Acknowledgement .
button. The paragraphs are
2. On the Home tab, in the Paragraph group, click the Left
now left-aligned, which is the default when you begin a new document.
3. Select all four paragraphs under Introduction.
4. Right-click and select Paragraph to open the Paragraph dialog box.
5. In the Alignment list under General, click the drop-down arrow, and then click Left.
Review the Preview area—the paragraphs are aligned left. Click OK .
6. Select the first two paragraphs under General Performance Expectation Guidelines .
Knowledge Assessment
7. On the Page Layout tab, launch the Paragraph dialog box. In the Alignment list under
General, click the drop-down arrow, and then click Left. Click OK .
8. Select the two paragraphs under Equal Employment Opportunity and Diversity.
9. Press Ctrl1L to align the paragraphs to the left using the shortcut key.
Multiple Choice
10. SAVE the document as B&B Left Align in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Select the best response for the following statements.
Knowledge
Assessment
Questions
1. When measuring point size, one point is equal to a character height of:
a. 1/10 of an inch.
b. 1/12 of an inch.
c. 1/72 of an inch.
d. 1/18 of an inch.
2. The Underline drop-down menu in the Font group contains options to underline
selected text with a:
a. thick underline.
b. double underline.
c. dotted underline.
d. All of the above
3. A
a.
b.
c.
d.
is a typeface that applies a style to characters.
point size
font
paragraph style
Both a and b
4. If you type a paragraph in uppercase and need to change it to sentence case without
having to retype the paragraph, which option would you use?
a. Change Case
b. Change Size of Case
c. Sentence Case
d. Toggle Case
5. Opening the Modify Style dialog box allows you to:
a. change formatting.
b. change the alignment.
c. change the line spacing.
d. All of the above
6. The
lets you copy the format of text and apply those attributes to different text.
a. Formatter
b. Copy Special
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
vii
Illustrated Book Tour
c09ProofingDocuments.indd Page 316 02/08/13 9:01 PM user
316
/203/WB01065/9780470133071/ch09/text_s
Lesson 9
Competency Assessment
Project 9-1: Proofing a Research Paper
You have agreed to help your friend proof her reference letter.
GET READY. LAUNCH Word if it is not already running.
1. OPEN the Reference Letter document from the lesson folder.
2. SAVE the document as 9-1 Reference Letter in the lesson folder on your flash drive.
3. Click the File tab to open Backstage, and then click Options.
4. Select Proofing and under the When correcting spelling and grammar in Word section.
Beside the Writing Style command box select Grammar Only.
Competency Assessment
5. Click OK .
6. On the Review tab in the Proofing group, click the Spelling & Grammar button.
7. The Spelling task pane opens and will stop on the words/phrases listed in the following
table; for each misspelled word, take the action indicated in the table. Also, if you are
unsure of how a word is pronounced, click the Sound button.
8. When the prompt appears stating that the spelling and grammar check is complete,
click OK .
Misspelled Word
Corrected Word
Action to Take
emplyed
employed
Change All
suprvision
supervision
Change All
c10FormattingaResearchPaper.indd Page 356 29/07/13 8:51 PM user
Proficiency Assessment Project
356
/203/WB01065/9780470133071/ch10/text_s
Lesson 10
Proficiency Assessment
c12MaintainingDocumentsandMacros.indd Page 419 29/07/13 5:33 PM user
/203/WB01065/9780470133071/ch12/text_s
Project 10-3: Real Estate
You will be updating one of the marketing flyers that you created. This flyer will be posted in the
newspaper, school papers, and real estate brochures. A caption is needed.
Maintaining Documents and Macros
419
GET READY. LAUNCH Word if it is not already running.
1. OPEN a blank document.
1. OPEN the Marketing Flyer document from the lesson folder.
2. Press Alt1L .
2. SAVE the document as 10-3 Marketing Flyer Update in the lesson folder on your flash
drive.
3. SAVE the document as 12-3 B&B Report in the lesson folder on your flash drive, and
then CLOSE the file.
3. Apply a shadow page border and select Green, Accent 6, Darker 50%. Select the ninth
option from the Style list.
LEAVE Word open for the next project.
4. Add a page color and select Green, Accent 6, Lighter 80% .
5. Insert a figure caption to the SmartArt graphic and key Tech Terrace Real Estate helped
the Loston’s purchase their new home.
Project 12-4: Books and Beyond
6. SAVE the document in the lesson folder on your flash drive then CLOSE the file.
In this project, you continue working with the files from Project 12-2.
LEAVE Word open for the next project.
GET READY. LAUNCH Word if not already running.
1. OPEN the Introduction document from the BOOKS BEYOND folder.
Project 10-4: British Novel – Mothers and Daughters of Bleak House
2. Use the Find and Replace command to find all occurrences of Books and Beyond and
replace with B&B. Change the formatting and apply the bold italic style, font size 12 pt,
underline style Words only, and dark blue font color. (There are 13 occurrences to find.)
You and your friend are taking a British Literature class. Elizabeth has finished her paper, but you
noticed that formatting needs to be corrected, and you have agreed to format the document for
her and insert a header with a page number.
3. Change all bullets to the number format and select 1) .
4. Change the number format listed under the Set Alarm and Deactivate Alarm headings
to a solid circle bullet.
c04ParagraphFormatting.indd Page 136 24/07/13 8:10 PM user
5. SAVE the document in the BOOKS BEYOND folder on your flash drive.
/203/WB01065/9780470133071/ch04/text_s
6. OPEN the Master Books document and change the view to Outline.
7. Press CTRL1Click to open the Acknowledgement link and select I acknowledge from
the first paragraph and I understand from the fourth paragraph. Bold and change to
uppercase.
8. SAVE the document in the BOOKS BEYOND folder on your flash drive, and then CLOSE
both documents.
LEAVE Word open for the next project.
Mastery
Assessment
Projects
136
Circling Back 1
Circling Back 1
The National Association of Professional Consultants is a professional organization that serves a
varied membership of consultants. Each year, the association has a three-day professional development conference. The association is now planning the upcoming conference. As the association’s
membership manager, your job includes a wide variety of tasks related to organizing and communicating information about membership. In addition, you are working with the conference planning committee to help secure speakers for the conference and market the conference to members.
Mastery Assessment
Project 12-5: Creating a Macro with Formulas
Create a macro with formulas and format the table. Take a screenshot of the Macros dialog box to
validate that you completed this project and provide a copy to your instructor.
GET READY. LAUNCH Word if not already running.
1. OPEN a blank document.
Circling
Back
Exercises
2. Create a macro, named Expenses, and in the Description box, type Expense Report for
trips. Look for an unassigned shortcut key and assign it to this macro.
3. Create a table as shown in Figure 12-20, and then enter the data and apply the
formatting.
Project 1: Formatting a Letter
GET READY. LAUNCH Word if it is not already running.
1. OPEN the Conference Speaker letter from the Circling Back data files folder.
2. Customize the margins to 1" all around.
3. SAVE the document as Conference Speaker Letter in the lesson folder on your flash drive.
4. Replace the fields in the document by typing the following information:
[Your Name]: Susan Pasha
[Street Address]: 5678 Circle St.
[City, ST ZIP Code]: Kansas City, MO 64163
[Recipient Name]: Daniel Slade
[Title]: President, Strategies and Operations
[Company Name]: Montgomery, Slade and Parker
[Street Address]: 3333 Lakeside Way
[City, ST ZIP Code]: Chicago, IL 60611
[Recipient Name]: Mr. Slade
[Your Name]: Susan Pasha
[Title]: President
5. Change the date of the letter to June 15, 20XX.
6. Select the Susan Pasha heading and change the font size to 28 pt, and then change the
font color to Red, Accent 2, Darker 50%.
7. Select the next line and right-align the address and change the font size to 10 pt.
8. In the first sentence of the body of the letter, select travel agents’ and type consultants’.
9. In the second sentence, select Alpine Ski House in Breckenridge, Colorado and type
Lakeview Towers in South Lake Tahoe, California.
10. Select the text you just typed and bold.
11. Change the date of the evening to September 16 and bold.
12. In the last sentence of the letter, select convention and type conference.
13. Type Susan Pasha in the signature line, and then type her title, President, press
Shift1Enter and type National Association of Professional Consultants.
14. Display the documents to view as One Page.
15. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Project 2: Attachment
Create a document that will be sent to the staff and volunteers who are assisting with the National
Association of Professional Consultants Conference. Update them on the upcoming events fees.
GET READY. LAUNCH Word if it is not already running.
1. OPEN a blank document.
2. SAVE the document as Conference Update in the lesson folder on your flash drive.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
viii
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
ix
Preface
Welcome to the Microsoft Official Academic Course (MOAC) program for Microsoft Office
2013. MOAC represents the collaboration between Microsoft Learning and John Wiley & Sons,
Inc. publishing company. Microsoft and Wiley teamed up to produce a series of textbooks that
deliver compelling and innovative teaching solutions to instructors and superior learning experiences for students. Infused and informed by in-depth knowledge from the creators of Microsoft
Office and Windows, and crafted by a publisher known worldwide for the pedagogical quality of
its products, these textbooks maximize skills transfer in minimum time. Students are challenged
to reach their potential by using their new technical skills as highly productive members of the
workforce.
Because this knowledgebase comes directly from Microsoft, architect of the Office 2013 system
and creator of the Microsoft Office Specialist (MOS) exams (www.microsoft.com/learning/mcp/
mcts), you are sure to receive the topical coverage that is most relevant to students’ personal and
professional success. Microsoft’s direct participation not only assures you that MOAC textbook
content is accurate and current; it also means that students will receive the best instruction possible to enable their success on certification exams and in the workplace.
THE MICROSOFT OFFICIAL ACADEMIC COURSE PROGRAM
The Microsoft Official Academic Course series is a complete program for instructors and institutions to prepare and deliver great courses on Microsoft software technologies. With MOAC, we
recognize that, because of the rapid pace of change in the technology and curriculum developed
by Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an instructor
to be ready to teach the course. The MOAC program endeavors to provide solutions for all these
needs in a systematic manner in order to ensure a successful and rewarding course experience for
both instructor and student—technical and curriculum training for instructor readiness with new
software releases; the software itself for student use at home for building hands-on skills, assessment, and validation of skill development; and a great set of tools for delivering instruction in the
classroom and lab. All are important to the smooth delivery of an interesting course on Microsoft
software, and all are provided with the MOAC program. We think about the model below as a
gauge for ensuring that we completely support you in your goal of teaching a great course. As
you evaluate your instructional materials options, you may wish to use the model for comparison
purposes with available products.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
x
Illustrated Book Tour
PEDAGOGICAL FEATURES
The MOAC courseware for Microsoft Office 2013 system are designed to cover all the learning objectives for that MOS exam, which is referred to as its “objective domain.” The Microsoft Office
Specialist (MOS) exam objectives are highlighted throughout the textbooks. Many pedagogical
features have been developed specifically for Microsoft Official Academic Course programs. Unique
features of our task-based approach include a Lesson Skills Matrix that correlates skills taught
in each lesson to the MOS objectives; Certification, and three levels of increasingly rigorous lesson-ending activities: Competency, Proficiency, and Mastery Assessment.
Presenting the extensive procedural information and technical concepts woven throughout the
textbook raises challenges for the student and instructor alike. The Illustrated Book Tour that
follows provides a guide to the rich features contributing to Microsoft Official Academic Course
program’s pedagogical plan. Following is a list of key features in each lesson designed to prepare
students for success on the certification exams and in the workplace:
• Each lesson begins with a Lesson Skill Matrix. More than a standard list of learning objectives,
the skill matrix correlates each software skill covered in the lesson to the specific MOS exam
objective domain.
• Each lesson features a real-world Business Case scenario that places the software skills and
knowledge to be acquired in a real-world setting.
• Every lesson opens with a Software Orientation. This feature provides an overview of the soft-
ware features students will be working with in the lesson. The orientation will detail the general
properties of the software or specific features, such as a ribbon or dialog box; and it includes a
large, labeled screen image.
• Concise and frequent Step-by-Step instructions teach students new features and provide an
opportunity for hands-on practice. Numbered steps give detailed, step-by-step instructions to
help students learn software skills. The steps also show results and screen images to match what
students should see on their computer screens.
• Illustrations: Screen images provide visual feedback as students work through the exercises. The
images reinforce key concepts, provide visual clues about the steps, and allow students to check
their progress.
• Key Terms: Important technical vocabulary is listed at the beginning of the lesson. When these
terms are used later in the lesson, they appear in bold italic type with yellow highlighter and are
defined. The Glossary contains all of the key terms and their definitions.
• Engaging point-of-use Reader aids, located throughout the lessons, tell students why this topic
is relevant (The Bottom Line), provide students with helpful hints (Take Note), or show alternate
ways to accomplish tasks (Another Way), or point out things to watch out for or avoid (Troubleshooting). Reader aids also provide additional relevant or background information that adds
value to the lesson.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xi
• Certification Ready? features throughout the text signal students where a specific certification
objective is covered. They provide students with a chance to check their understanding of that
particular MOS exam objective and, if necessary, review the section of the lesson where it is
covered. MOAC provides complete preparation for MOS certification.
• Workplace Ready. These new features preview how the Microsoft Office 2013 system applica-
tions are used in real-world situations.
• Each lesson ends with a Skill Summary recapping the topics and MOS exam skills covered in
the lesson.
• Knowledge Assessment: Provides a total of 20 questions from a mix of True/False, Fill-in-the-
Blank, Matching or Multiple Choice testing students on concepts learned in the lesson.
• Competency, Proficiency, and Mastery Assessment: provide three progressively more chal-
lenging lesson-ending activities.
• Circling Back: These integrated projects provide students with an opportunity to renew and
practice skills learned in previous lessons.
• Online files: The student companion website contains the data files needed for each lesson.
These files are indicated by the file download icon in the margin of the textbook.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xii
Conventions and Features Used in This Book
This book uses particular fonts, symbols, and heading conventions to highlight important information or to call your attention to special steps. For more information about the features in each
lesson, refer to the Illustrated Book Tour section.
Convention
Bottom Line
CLOSE
Meaning
This feature provides a brief summary of the material to be covered in the section that
follows.
Words in all capital letters indicate instructions for opening, saving, or closing files or programs. They also point out items you should check or actions you should take.
This feature signals the point in the text where a specific certification objective is covered.
It provides you with a chance to check your understanding of that particular MOS objective
and, if necessary, review the section of the lesson where it is covered.
Take Note
Reader aids appear in shaded boxes found in your text. Take Note provides helpful hints
related to particular tasks or topics.
Another Way provides an alternative procedure for accomplishing a particular task.
Another Way
Cross
Ref
These notes provide pointers to information discussed elsewhere in the textbook or describe
interesting features that are not directly addressed in the current topic or exercise.
ALT + Tab
A plus sign (+) between two key names means that you must press both keys at the same
time. Keys that you are instructed to press in an exercise will appear in the font shown here.
A shared printer can
be used by many
individuals on a network.
Key terms appear in bold italic.
Key My Name is
Any text you are asked to key appears in color.
Click OK
Any button on the screen you are supposed to click on or select will also appear in color.
The names of data files will appear in bold, italic and red for easy identification.
These data files are available for download from the Student Companion Site
(www.Wiley.com/college/Microsoft).
OPEN BudgetWorksheet1
The names of data files will appear in bold, italic and red for easy identification.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xiii
Instructor Support Program
The Microsoft Official Academic Course programs are accompanied by a rich array of resources
that incorporate the extensive textbook visuals to form a pedagogically cohesive package. These
resources provide all the materials instructors need to deploy and deliver their courses. Resources
available online for download include:
• The Instructor’s Guide contains Solutions to all the textbook exercises as well as chapter sum-
maries and lecture notes. The Instructor’s Guide and Syllabi for various term lengths are available from the Instructor’s Book Companion site (www.wiley.com/college/microsoft).
• The Solution Files for all the projects in the book are available online from our Instructor’s
Book Companion site (www.wiley.com/college/microsoft).
• The Test Bank contains hundreds of questions organized by lesson in multiple-choice, true-
false, short answer, and essay formats and is available to download from the Instructor’s Book
Companion site (www.wiley.com/college/microsoft). A complete answer key is provided.
• This title’s test bank is available for use in Respondus’ easy-to-use software. You can download
the test bank for free using your Respondus, Respondus LE, or StudyMate Author software.
• Respondus is a powerful tool for creating and managing exams that can be printed to paper or
published directly to Blackboard, WebCT, Desire2Learn, eCollege, ANGEL and other eLearning systems.
• PowerPoint Presentations and Images. A complete set of PowerPoint presentations is available
on the Instructor’s Book Companion site (www.wiley.com/college/microsoft) to enhance classroom presentations. Tailored to the text’s topical coverage and Skills Matrix, these presentations
are designed to convey key concepts addressed in the text.
All figures from the text are on the Instructor’s Book Companion site (www.wiley.com/ college/
microsoft). You can incorporate them into your PowerPoint presentations, or create your own
overhead transparencies and handouts.
By using these visuals in class discussions, you can help focus students’ attention on key elements
of Windows Server and help them understand how to use it effectively in the workplace.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xiv
• The Student Data Files are available online on both the Instructor’s Book Companion Site and
for students on the Student Book Companion Site.
Wiley Faculty Network: When it comes to improving the classroom experience, there is no better
source of ideas and inspiration than your fellow colleagues. The Wiley Faculty Network connects
teachers with technology, facilitates the exchange of best practices, and helps to enhance instructional efficiency and effectiveness. Faculty Network activities include technology training and
tutorials, virtual seminars, peer-to-peer exchanges of experiences and ideas, personal consulting,
and sharing of resources. For details visit www.WhereFacultyConnect.com.
IMPORTANT WEB ADDRESSES AND PHONE NUMBERS
To locate the Wiley Higher Education Rep in your area, go to the following Web address and click
on the “Contact Us ” link at the top of the page.
www.wiley.com/college
Or Call the MOAC Toll Free Number: 1 + (888) 764-7001 (U.S. & Canada only).
To learn more about becoming a Microsoft Certified Professional and exam availability, visit
www.microsoft.com/learning/mcp.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xv
Student Support Program
BOOK COMPANION WEBSITE
(WWW.WILEY.COM/COLLEGE/MICROSOFT)
The students’ book companion site for the MOAC series includes any resources, exercise files, and
web links that will be used in conjunction with this course.
WILEY E-TEXT: POWERED BY VITALSOURCE
When you choose a Wiley E-Text you not only save money; you benefit from being able to access
course materials and content anytime, anywhere through a user experience that makes learning
rewarding.
With the Wiley E-Text you will be able to easily:
• Search
• Take notes
• Highlight key materials
• Have all your work in one place for more efficient studying
In addition, the Wiley E-Text is fully portable. Students can access it online and download to their
computer for off line access and access read and study on their device of preference—computer,
tablet, or smartphone.
WHY MOS CERTIFICATION?
Microsoft Office Specialist (MOS) 2013 is a valuable credential that recognizes the desktop computing skills needed to use the full features and functionality of the Microsoft Office 2013 suite.
In the worldwide job market, Microsoft Office Specialist is the primary tool companies use to
validate the proficiency of their employees in the latest productivity tools and technology, helping
them select job candidates based on globally recognized standards for verifying skills. The results
of an independent research study show that businesses with certified employees are more productive compared to non-certified employees and that certified employees bring immediate value to
their jobs.
In academia, as in the business world, institutions upgrading to Office 2013 may seek ways to
protect and maximize their technology investment. By offering certification, they validate that
decision—because powerful Office 2013 applications such as Word, Excel and PowerPoint can
be effectively used to demonstrate increases in academic preparedness and workforce readiness.
Individuals seek certification to increase their own personal sense of accomplishment and to create
advancement opportunities by establishing a leadership position in their school or department,
thereby differentiating their skill sets in a competitive college admissions and job market.
PREPARING TO TAKE THE MICROSOFT OFFICE SPECIALIST
(MOS) EXAM
The Microsoft Office Specialist credential has been upgraded to validate skills with the Microsoft Office 2013 system. The MOS certifications target information workers and cover the most
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xvi
popular business applications such as Word 2013, Excel 2013, PowerPoint 2013, Outlook 2013
and Access 2013.
By becoming certified, you demonstrate to employers that you have achieved a predictable level of
skill in the use of a particular Office application. Employers often require certification either as a
condition of employment or as a condition of advancement within the company or other organization. The certification examinations are sponsored by Microsoft but administered through exam
delivery partners like Certiport.
To learn more about becoming a Microsoft Office Specialist and exam availability, visit http://
www.microsoft.com/learning/en/us/mos-certification.aspx.
Preparing to Take an Exam
Unless you are a very experienced user, you will need to use a test preparation course to prepare to
complete the test correctly and within the time allowed. The Microsoft Official Academic Course
series is designed to prepare you with a strong knowledge of all exam topics, and with some additional review and practice on your own. You should feel confident in your ability to pass the
appropriate exam.
After you decide which exam to take, review the list of objectives for the exam. This list can be
found in the MOS Objectives Appendix at the back of this book. You can also easily identify tasks
that are included in the objective list by locating the Lesson Skill Matrix at the start of each lesson
and the Certification Ready sidebars in the margin of the lessons in this book.
To take the MOS test, visit http://www.microsoft.com/learning/en/us/mos-certification.aspx to
locate your nearest testing center. Then call the testing center directly to schedule your test. The
amount of advance notice you should provide will vary for different testing centers, and it typically depends on the number of computers available at the testing center, the number of other testers
who have already been scheduled for the day on which you want to take the test, and the number
of times per week that the testing center offers MOS testing. In general, you should call to schedule your test at least two weeks prior to the date on which you want to take the test.
When you arrive at the testing center, you might be asked for proof of identity. A driver’s license
or passport is an acceptable form of identification. If you do not have either of these items of
documentation, call your testing center and ask what alternative forms of identification will be
accepted. If you are retaking a test, bring your MOS identification number, which will have been
given to you when you previously took the test. If you have not prepaid or if your organization
has not already arranged to make payment for you, you will need to pay the test-taking fee when
you arrive.
Test Format
MOS exams are Exams are primarily performance-based and conducted in a “live,” or simulated, environment. Exam candidates taking exams for MOS 2007 or 2010 are asked to perform a
series of tasks to clearly demonstrate their skills. For example, a Word exam might ask a user to
balance newspaper column lengths or keep text together in columns. The new MOS 2013 exam
format presents a short project the candidate must complete, using the specifications provided.
This creates a real-world testing experience for candidates. All MOS exams must be completed in
90 minutes or less.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xvii
Student Data Files
All of the practice files that you will use as you perform the exercises in the book are available
for download on our student companion site. By using the practice files, you will not waste time
creating the samples used in the lessons, and you can concentrate on learning how to use Microsoft Office 2013. With the files and the step-by-step instructions in the lessons, you will learn by
doing, which is an easy and effective way to acquire and remember new skills.
COPYING THE PRACTICE FILES
Your instructor might already have copied the practice files before you arrive in class. However,
your instructor might ask you to copy the practice files on your own at the start of class. Also, if
you want to work through any of the exercises in this book on your own at home or at your place
of business after class, you may want to copy the practice files.
1. OPEN Internet Explorer.
2. In Internet Explorer, go to the student companion site: www.wiley.com
3. Search for your book title in the upper right hand corner
4. On the Search Results page, locate your book and click on the Visit the Companion
Sites link.
5. Select Student Companion Site from the pop-up box.
6. From the menu, select the arrow next to Browse By Resource and select Student Data
Files from the menu.
7. A new screen will appear.
8. On the Student Data Files page, you can select to download files for just one lesson or
for all lessons. Click on the file of your choice.
9. On the File Download dialog box, select Save As to save the data files to your external
drive (often called a ZIP drive or a USB drive or a thumb drive) or a local drive.
10. In the Save As dialog box, select a local drive in the left-hand panel that you’d like to
save your files to; again, this should be an external drive or a local drive. Remember
the drive name that you saved it to.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xviii
Acknowledgments
We would like to thank the many instructors and reviewers who pored over the Microsoft Official
Academic Course series design, outlines and manuscript, providing invaluable feedback in the
service of quality instructional materials.
Erik Amerikaner, Oak Park Unified
Connie Aragon, Seattle Central Community College
Sue Bajt, Harper College
Gregory Ballinger, Miami-Dade College
Catherine Bradfield, DeVry University
DeAnnia Clements, Wiregrass Georgia Technical College
Mary Corcoran, Bellevue College
Andrea Cluff, Freemont High School
Caroline de Gruchy, Conestoga College
Janis DeHaven, Central Community College
Rob Durrance, East Lee County High School
Janet Flusche, Frenship High School
Greg Gardiner, SIAST
Debi Griggs, Bellevue College
Phil Hanney, Orem Junior High School
Portia Hatfield, Tennessee Technology Center-Jacksboro
Dee Hobson, Richland College
Terri Holly, Indian River State College
Kim Hopkins, Weatherford College
Sandra Jolley, Tarrant County College
Keith Hoell, Briarcliffe College
Joe LaMontagne, Davenport University
Tanya MacNeil, American InterContinental University
Donna Madsen, Kirkwood Community College
Lynn Mancini, Delaware Technical Community College
Edward Martin, Kingsborough Community College-City University of New York
Lisa Mears, Palm Beach State College
Denise Merrell, Jefferson Community and Technical College
Diane Mickey, Northern Virginia Community College
Robert Mike, Alaska Career College
Cynthia Miller, Harper College
Sandra Miller, Wenatchee Valley College
Mustafa Muflehi, The Sheffield College
Aditi Mukherjee, University of Florida—Gainesville
Linda Nutter, Peninsula College
Diana Pack, Big Sandy Community & Technical College
Bettye Parham, Daytona State College
Tatyana Pashnyak, Bainbridge State College
Kari Phillips, Davis Applied Technical College
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xix
Michelle Poertner, Northwestern Michigan College
Barbara Purvis, Centura College
Dave Rotherham, Sheffield Hallam University
Theresa Savarese, San Diego City College
Janet Sebesy, Cuyahoga Community College-Western
Lourdes Sevilla, Southwestern College
Elizabeth Snow, Southwest Florida College
Denise Spence, Dunbar High School
Amy Stolte, Lincoln Land Community College
Linda Silva, El Paso Community College
Dorothy Weiner, Manchester Community College
We would also like to thank the team at Microsoft Learning Xperiences (LeX), including Alison
Cunard, Tim Sneath, Zubair Murtaza, Keith Loeber, Rob Linsky, Anne Hamilton, Wendy Johnson,
Gene Longo, Julia Stasio, and Josh Barnhill for their encouragement and support in making the
Microsoft Official Academic Course programs the finest academic materials for mastering the newest Microsoft technologies for both students and instructors. Finally we would like to thank Jeff
Riley and his team at Box Twelve Communications, Laura Town and her team at WilliamsTown
Communications, Debbie Collins and Sandy DuBose for their editorial and technical assistance.
We would like to thank the following instructors for their contributions to particular titles in the
series as well:
ACCESS 2013
Catherine Bradfield, DeVry University
Mary Corcoran, Bellevue College
Cynthia Miller, Harper College
Aditi Mukherjee, University of Florida—Gainesville
Elizabeth Snow, Southwest Florida College
EXCEL 2013
Catherine Bradfield, DeVry University
DeAnnia Clements, Wiregrass Georgia Technical College
Dee Hobson, Richland College
Sandra Jolley, Tarrant County College
Joe Lamontagne, Davenport University
Edward Martin, Kingsborough Community College-City University of New York
Aditi Mukherjee, University of Florida—Gainesville
Linda Nutter, Peninsula College
Dave Rotherham, Sheffield Hallam University
POWERPOINT 2013
Mary Corcoran, Bellevue College
Rob Durrance, East Lee County High School
Phil Hanney, Orem Junior High School
Terri Holly, Indian River State College
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xx
Kim Hopkins, Weatherford College
Tatyana Pashnyak, Bainbridge State College
Michelle Poertner, Northwestern Michigan College
Theresa Savarese, San Diego City College
WORD 2013
Erik Amerikaner, Oak Park Unified
Sue Bajt, Harper College
Gregory Ballinger, Miami-Dade College
Andrea Cluff, Freemont High School
Caroline de Gruchy, Conestoga College
Donna Madsen, Kirkwood Community College
Lynn Mancini, Delaware Technical Community College
Denise Merrell, Jefferson Community and Technical College
Diane Mickey, Northern Virginia Community College
Robert Mike, Alaska Career College
Bettye Parham, Daytona State College
Barbara Purvis, Centura College
Janet Sebesy, Cuyahoga Community College-Western
Dorothy Weiner, Manchester Community College
Author Credits
LINDA SILVA
Linda has been teaching for nineteen years and has been working at El Paso Community College
for more than thirty-seven years. She is currently a full-time faculty member with the Business
Management program—of which she was formerly the district-wide coordinator. El Paso
Community College has five campuses to serve the educational needs of the community population; it has been recognized as the fastest-growing community college in Texas and the largest
grantor of associate degrees to Hispanic students in the nation. Linda believes that EPCC is “the
best place to start” and “the best place to continue.”
The Business Management program has adopted textbooks from the MOAC series; the students
enrolled in the program are highly encouraged to take Microsoft application software courses
(Word, Excel, PowerPoint, Access, and Outlook), which prepare them for the Microsoft Office
Specialist exams. Linda takes the exams ahead of her students and challenges them to beat her
score. Linda enjoys the art of innovative teaching, and when she is not teaching enjoys taking on
new and exciting challenges.
Her family continues to provide her support, especially when she was working on the Word
2010 and 2013 books. This book is dedicated to her mom, Miriam, and in memory her dad,
Santiago, who provided her love and support in achieving her dreams. Special thank you to her
sisters, Dorothy, Hazel, Josie, and brother Sonny; and son, David, who provided her with love,
inspiration, and encouragement.
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxi
Brief Contents
LESSON 1: UNDERSTANDING WORD 1
LESSON 2: BASIC EDITING 37
LESSON 3: CHARACTER FORMATTING 68
LESSON 4: PARAGRAPH FORMATTING 91
LESSON 5: MANAGING TEXT FLOW
138
LESSON 6: CREATING TABLES 167
LESSON 7: WORKING WITH THEMES, STYLE SETS, BACKGROUNDS,
QUICK PARTS, AND TEXT BOXES 201
LESSON 8: USING ILLUSTRATIONS AND GRAPHICS
237
LESSON 9: PROOFING DOCUMENTS 287
LESSON 10: FORMATTING A RESEARCH PAPER
LESSON 11: PERFORMING MAIL MERGES
319
359
LESSON 12: MAINTAINING DOCUMENTS AND MACROS
LESSON 13: PROTECTING AND SHARING DOCUMENTS
LESSON 14: USING ADVANCED OPTIONS
393
421
459
APPENDIX 483
GLOSSARY 487
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxii
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxiii
Contents
Lesson 1: Understanding Word
Starting Word 2013
Starting Word 3
3
Working with Tools 5
Using the Ribbon 5
Using the Mini Toolbar 8
Using the Quick Access Toolbar
Using Access Keys 10
Opening Backstage
9
12
Using the Microsoft Word Help Button
Using the Help Button 13
Creating a Document 14
Displaying Nonprinting Characters
Hiding White Spaces 14
Using AutoComplete 15
Entering Document Text 15
13
© kali9/iStockphoto
14
Saving a Document 17
Saving a Document for the First Time 17
Saving a Document in a Folder 18
Saving a Document with a Different Name
Showing File Extensions 20
Choosing a Different File Format 23
Converting a Document 23
20
Working with Templates 26
Locating a Template Installed on Your Computer
Creating a Document Using a Template 26
Finding Templates on the Internet 26
Previewing and Printing a Document
Previewing in Backstage 28
Choosing a Printer 29
Setting Print Options 30
Closing a Document and Closing Word
26
28
31
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxiv
Lesson 2: Basic Editing
Changing and Organizing Document Views
Opening an Existing Document 38
Changing Document Views 40
Using Show Commands 42
Using Zoom 44
Changing Window Views 45
38
Navigating and Searching Through a Document 48
Using the Mouse and Scroll Bar to Navigate 49
Using Keystrokes to Navigate 50
Searching within a Document 50
Finding and Replacing Text in a Document 53
Using the Go To Command to Navigate a Long
Document 55
© duckycards/iStockphoto
Selecting, Replacing, and Deleting Text 56
Selecting, Replacing, and Deleting Text 56
Cutting, Copying, and Pasting Text 58
Copying and Moving Text with Clipboard Commands
Using the Mouse to Copy or Move Text 60
Removing Blank Paragraphs 61
Changing Information in the Properties
58
61
Lesson 3: Character Formatting
Formatting Characters Manually
Changing Fonts and Font Sizes
Applying Character Attributes
Changing Case 76
Highlighting Text 77
70
70
73
Using the Format Painter 78
Using the Format Painter 78
Formatting Text with Styles
Applying Styles 79
Modifying Styles 80
79
Formatting Text with WordArt 83
Formatting Text with WordArt 83
© bowdenimages/iStockphoto
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxv
Inserting WordArt 83
Formatting Existing Documents in Other File Formats
Removing Text Formatting 85
Using the Clear Formatting Button
84
85
Lesson 4: Paragraph Formatting
Formatting Paragraphs 93
Setting Indents 93
Changing Alignment 98
Shading a Paragraph 102
Placing a Border around a Paragraph or Text
Clearing the Formats from a Paragraph 106
104
Setting Line Spacing in Text and Between Paragraphs
Setting Line Spacing 107
Setting Paragraph Spacing 109
Creating and Formatting a Bulleted List
Creating a Bulleted List 110
110
Creating and Formatting a Numbered List
Creating a Numbered List 116
Creating and Modifying a Multilevel List
Creating a Multilevel List 119
Sorting a List’s Contents 121
Modifying a Multilevel List 122
Setting and Modifying Tabs
Setting Tabs on the Ruler
Using the Tabs Dialog Box
Moving Tabs 127
Clearing Tabs 127
Setting Tab Stops 128
107
© mbtphotos/iStockphoto
116
119
123
123
125
Lesson 5: Managing Text Flow
Setting Page layout 140
Setting Margins 140
Selecting a Page Orientation
Choosing a Paper Size 142
141
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxvi
Working with Breaks 143
Inserting and Removing a Manual Page Break
Inserting Section Breaks 146
Using Hyphenation 149
Inserting Line Numbers 150
Inserting Nonbreaking Spaces 151
Inserting Line Breaks 152
144
Controlling Pagination 153
Controlling Widows and Orphans 153
Keeping a Paragraph’s Lines on the Same Page 154
Keeping Two Paragraphs on the Same Page 155
Forcing a Paragraph to the Top of a Page 155
Setting Up Columns 156
Creating Columns 156
Formatting Columns 157
Changing Column Widths
© Yuri_Arcurs/istockphoto
159
Inserting a Blank Page into a Document
Inserting a Blank Page 160
160
Lesson 6: Creating Tables
Creating a Table 168
Inserting a Table by Dragging 168
Using the Insert Table Dialog Box 169
Drawing a Table 170
Inserting a Quick Table 172
Inserting Text in a Table 173
Formatting a Table 174
Applying a Style to a Table 174
Turning Table Style Options On or Off
Changes to Table Styles 176
Managing Tables 178
Using AutoFit 178
Resizing a Row or Column 179
Moving a Row or Column 180
Setting a Table’s Horizontal Alignment
Creating a Header Row 182
Sorting a Table’s Contents 183
Merging and Splitting Table Cells 184
175
© NathanGleave/iStockphoto
181
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxvii
Changing Cell Margins 185
Changing the Position of Text in a Cell 186
Changing the Direction of Text in a Cell 186
Splitting a Table 187
Adding Alternative Text to a Table 187
Converting Text to Table or Table to Text 188
Inserting and Deleting a Column or Row 190
Using Formulas in a Table 191
Using Object Zoom 194
Lesson 7: Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
Formatting, Creating, and Customizing a Theme
Formatting a Document with a Theme 202
Creating and Customizing a Document Theme
202
206
Formatting a Document Using Style Sets 208
Applying a Style Set to a Document 209
Formatting a Document’s Background 209
Inserting a Page Color 209
Formatting the Page Color Background 210
Inserting a Watermark 211
Adding a Page Border 213
Using Quick Parts in a Document 214
Using Built-In Building Blocks 214
Inserting an Equation 218
Inserting a Field from Quick Parts 219
Creating, Saving, and Inserting AutoText
© nyul/iStockphoto
220
Applying and Manipulating Text Boxes 224
Inserting a Text Box 224
Formatting a Text Box 225
Saving a Selection to the Text Box Gallery 228
Making Text Graphically Appealing and
Inserting a Special Character 229
Creating a Drop Cap 229
Inserting Special Characters 230
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxviii
Lesson 8: Using Illustrations and Graphics
Inserting and Formatting Pictures in a Document 239
Inserting Pictures 239
Formatting Pictures 240
Applying a Picture Style to a Picture 242
Changing a Picture to a SmartArt Graphic 244
Adjusting a Picture’s Brightness, Contrast, and Color
and Adding Artistic Effects 245
Removing Backgrounds 248
Arranging Text around a Picture 251
Inserting a Screenshot or Screen Clipping 252
Inserting and Formatting Shapes, WordArt, and
SmartArt 254
Inserting Shapes 256
Grouping Shapes into a Single Drawing 257
Adding Text and a Caption to a Shape 259
Formatting Shapes 260
Inserting WordArt 262
Using SmartArt Graphics 263
© majana/iStockphoto
Inserting and Formatting Clip Art from Office.com 266
Inserting, Resizing, and Formatting Clip Art 266
Formatting Clip Art 268
Resetting and Compressing Images
Resetting an Image 270
Compressing Images 270
Inserting and Formatting Charts
Inserting a Chart 272
270
271
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxix
Lesson 9: Proofing Documents
Validating Content by Using Spelling and Grammar
Checking Options 289
Checking the Spelling and Grammar Feature 289
Rechecking the Spelling and Grammar 290
Changing the Grammar Settings 292
Understanding the Meaning of a Word 294
Finding Words Using the Thesaurus 296
Configuring Autocorrect Settings
297
Inserting and Modifying Comments in a Document
Inserting, Editing, and Deleting a Comment 302
301
Viewing Comments 304
Viewing Comments Inline and as Balloons, and Hiding
and Showing Reviewer Comments 305
Displaying the Reviewing Pane 307
Tracking Changes in a Document 308
© spooh/iStockphoto
Lesson 10: Formatting a Research Paper
Formatting a Research Paper 320
Formatting a Research Paper 320
Creating Citations 322
Creating Citations 322
Modifying a Citation and a Source
Manage Sources 327
Removing a Citation 328
325
Adding Captions 329
Adding Captions 329
Adding Captions to a Figure 330
Adding Captions to an Equation 331
Editing and Deleting Captions 332
Creating and Modifying Headers and Footers
Adding a Header with a Page Number 333
© Viorika/iStockphoto
332
Creating a Works Cited Page 334
Updating a Works Cited Page 336
Deleting a Works Cited Page 337
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxx
Inserting Footnotes and Endnotes 338
Inserting Footnotes in a Document 338
Formatting Footnotes and Endnotes 339
Converting Footnotes and Endnotes 340
Creating a Table of Contents 341
Creating a Table of Contents 341
Formatting a Table of Contents 343
Adding Selected Text to a Table of Contents
Updating a Table of Contents 346
Removing a Table of Contents 346
345
Adding a Title Page 347
Adding a Title Page 347
Inserting Hyperlinks 347
Inserting a Hyperlink 348
Removing a Hyperlink and ScreenTip
Adding an Email as a Hyperlink 349
349
Creating Bookmarks 350
Adding a Bookmark 350
Lesson 11: Performing Mail Merges
Setting up Mail Merge 360
Setting Up a Main Document Using the
Mail Merge Wizard 360
Setting Up a Main Document Manually
Executing Mail Merge
373
376
Merging a Document with a Different File Format
Creating Envelopes and Labels
378
382
© kyoshino/iStockphoto
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxxi
Lesson 12: Maintaining Documents and Macros
Arranging Document Views 395
Working with a Master and Subdocuments 395
Saving the Master Document 395
Creating Subdocuments 396
Saving Subdocuments 399
Expanding and Collapsing Subdocuments 400
Promoting and Demoting Subdocuments 401
Reorganizing Subdocuments 403
Editing an Individual Subdocument 405
Recording Macros 407
Recording a Macro 410
Running a Macro 411
Deleting a Macro 412
Monitoring Macro Security
© Photomorphic/iStockphoto
413
Lesson 13: Protecting and Sharing Documents
Protecting and Sharing Documents 423
Protecting a Document 423
Setting an Access Password for a Document
Protecting a Document as Read Only 425
Applying Protection Using the Ribbon 431
Opening Documents in Protected View 431
423
Managing Document Versions 433
Managing Document Versions 433
Restoring an Earlier Version of Your Document
Recovering Unsaved Documents 436
Sharing Documents 439
Using the Document Inspector 439
Checking Accessibility 440
Checking Compatibility 442
Sending Documents 443
Registering and Publishing a Blog Post
435
© youngvet/iStockphoto
450
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxxii
Lesson 14: Advanced Options
Customizing Word 461
Personalizing Word 461
Changing Display Options 462
Turning AutoFormat Off or On 463
Setting Save Options 466
Using Advanced Options 467
Customizing the Quick Access Toolbar and Ribbon
470
APPENDIX A 483
GLOSSARY 487
© GlobalStock/iStockphoto
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
Understanding Word
1
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Customize the Quick Access toolbar.
1.4.3
Creating a Document
Demonstrate how to use Show/Hide.
Create new blank documents.
1.4.7
1.1.1
Saving a Document
Save document in alternative file formats.
Maintain backward compatibility.
1.5.2
1.5.7
Working with Templates
Demonstrate how to use Show/Hide.
Create new documents and apply templates.
1.4.7
1.1.2
Previewing and Printing a Document
Configure documents to print.
Print document sections.
Set print scaling.
1.5.1
1.5.3
1.5.6
Starting Word 2013
Working with Tools
Opening Backstage
Using the Microsoft Word Help Button
Closing a Document and Closing Word
© kali9/iStockphoto
KEY TERMS
• Access keys
• AutoComplete
• Backstage view
• Block Style
• command
• dialog box
• dialog box launcher
• groups
• I-beam
• insertion point
• KeyTips
• menu
• Mini toolbar
• mixed punctuation
• nonprinting characters
• open punctuation
• Preview
• Print
• Quick Access Toolbar
• Redo
• Ribbon
• Save
• Save As
• ScreenTip
• Settings
• shortcut menu
• tabs
• template
• Undo
• white space
• Word Wrap
1
2
Lesson 1
Tech Terrace Real Estate works with clients to buy, sell, and rent homes
in a neighborhood that borders a local university. The company’s agents
regularly create letters, sales data, and other real estate information to
be mailed to current and prospective clients. Microsoft Word 2013 is the
perfect tool for this task and much more. In this lesson, you learn how
to navigate the new Word 2013 interface and use basic Word features
to create and manage documents such as those used by Tech Terrace
Real Estate.
© kali9/iStockphoto
SOFTWARE ORIENTATION
Microsoft Word’s Opening Screen
Before you begin working in Microsoft Word 2013, you need to acquaint yourself with the
primary user interface (UI). When you open a blank document in Microsoft Word 2013, you
see a screen similar to that shown in Figure 1-1.
Quick Access Toolbar
Tabs
Document Title
Help Button
Minimize
Microsoft Word logo
Restore
Down/Maximize
Close
Ribbon
Microsoft
Account Sign in
Collapse the Ribbon
Insertion point
Horizontal Ruler
Blank Document
Vertical Ruler
Status bar
Zoom Slider
Task bar
Figure 1-1
Microsoft Word 2013 Opening screen
Microsoft has designed the Word UI to provide easy access to the commands you need most
often when creating and editing documents. (Note that your screen might vary somewhat
from the one shown here, depending on your program’s settings.) Use Figure 1-1 as a reference
throughout this lesson as well as the rest of this book.
Understanding Word
3
STARTING WORD 2013
The Bottom Line
Microsoft Word is a word processing tool for creating different types of documents that are used
in the work and school environment. The appearance of Microsoft Word 2013 is similar to Word
icon, a custom2010 but with more enhanced features. It contains a new look for the Word
ized Office Background that appears above the Ribbon, live access to your SkyDrive account, an
option to work in Read Mode, tab text that appears blue when active, the status bar displays in a
blue background, and many more exciting new features. When you first launch Word, it opens
with the Recent screen displayed. This screen allows you to create a new document from either a
blank document or from a template. And when you exit a document and later return, Word 2013
resumes where you left off.
Starting Word
In this exercise, you learn how to start Word using Windows 8 or Windows 7.
For instructional purposes, Windows 8 will be used to begin working in Word 2013. Microsoft
Windows 8 is the latest operating system that interacts with your desktop, laptop, or touch-screen
devices, such as a touch-screen monitor or tablet. Steps on using Windows 7 to start Word 2013
also are discussed.
When using Windows 8, the screen you see is called the Windows Start screen (see Figure 1-2). You
can choose which application to begin by using your mouse or, if you have a touch-screen monitor, tap the application you want to begin. The Start screen provides access to mail, SkyDrive,
Internet Explorer, photos, games, music, video, and of course the latest version of the Microsoft
Office applications. Tablets with Windows RT and the Office 2013 applications installed can be
customized the same way as your desktop.
If you don’t have Office 2013 installed on your computing device, you can still create, view, and
perform simple edits on Word documents using an online Word Web App. Office Web Apps are
available for Word, Excel, PowerPoint, and OneNote. Office Web Apps are launched using a web
browser, such as Internet Explorer. One of the differences between the Word Web App and the
Word 2013 application installed on your computer is the number of features available. The Word
Web App allows you to create, open, and edit documents with only the most basic commands.
It is a wonderful way to create a simple document and share it. The main advantage of using the
Word 2013 application installed on your computer is having full access to all the features to create
a professional-looking document. If you use the Word Web App, you will not be able to complete
all the exercises in this book, because it does not include all the features we cover.
Microsoft has an online storage space referred to as the Cloud . You are provided with 7 GB of free
online storage space and are able to share and manage your documents with anyone. Before you
can use this, you need to create a Microsoft account profile. Once you create your account, you
will find it easy to share and manage your documents with others.
Windows 8 works seamlessly with Office 2013. In the upper-right corner of the Windows 8 screen,
it displays your Microsoft account profile once your account is activated. If you are logged on to
your Microsoft account, it appears in the same location in each of the Office 2013 applications.
Microsoft has made it easier for you to continue working on your documents at any computer and
reminds you where you left off.
To begin using Word 2013, locate the Word icon and click the left mouse button or, if you are
using a touch-screen monitor, tap the icon.
If your school is operating on Windows 7, launch Word 2013 by double-clicking the Word program icon on your desktop or by choosing Microsoft Word 2013 from the Start menu.
4
Lesson 1
When Word is launched, the program opens with the new Word 2013 screen (see Figure 1-3).
On the left side of the screen under Recent, you see a list of documents that have been accessed
recently. The right window pane displays a blank document page and several templates to create
customized documents. To create a blank document, click the Blank document page and Word
will open.
The blinking insertion point in the upper-left corner of this document is where you begin creating your text. When you place your cursor near it, the insertion point changes to a large “I,” which
is called the I-beam.
Take Note
STEP BY STEP
The lessons in this book are created using the Windows 8 operating system. If your computer is
running the Windows 7 operating system, some screenshots and steps might appear slightly different than those provided in this book.
Start Word
GET READY. Before you begin these steps, be sure to turn on and/or log on to your
computer.
1. From the Start screen of Windows 8 (see Figure 1-2), locate Word 2013 and click the
icon . For Windows 7 users, locate the Windows task bar, click the Start
button,
and then click All Programs. A menu of installed programs appears. Click the Microsoft
Office folder. Next click Microsoft Word 2013. The new Word 2013 screen opens.
Figure 1-2
New Start screen
Microsoft
Account Sign in
Charms
2. The new Word 2013 screen appears (see Figure 1-3). On the left side of the screen,
you see the recent documents that have been accessed, and the right side displays the
blank document page and templates.
Understanding Word
5
Figure 1-3
Word 2013 window
Search for online templates box
Recent Opened
Documents screen
Help
Sample
Templates
Another Way
In Windows 7, you
can use the Search Programs
and Files box, type Microsoft
Word 2013 and press Enter.
You can also search for a
program or file by clicking the
Start button and then typing
the first two characters of the
program or filename into the
Search box; files and programs
beginning with those letters
appear in the Start menu. By
right-clicking on the Word 2013
icon, you can pin Word 2013 to
the Start menu and task bar, so
that it is always visible.
Take Note
Another Way
For Windows 7
users, when Office was
installed on your computer, a
shortcut icon might have been
added to the Start menu or to
your desktop. Double-click the
shortcut icon on your desktop
to start Word without having to
go through the Start menu.
The Bottom Line
PAUSE. LEAVE the Word 2013 screen open to use in the next exercise.
Windows 8 and Windows 7 are for PC users at home, work, and school. Both are powerful tools
that control the user interface, storage devices, other softwares, peripheral devices, networks/security, system resources, and task scheduling. Windows 8 is the latest operating system standard for
computers, laptops, and tablets. Windows 8 also comes in multiple versions, such as Windows 8
Pro and Windows RT to support your personal needs and how you use your device. Windows 8
is an improvement on Windows 7 that supports touch-capable devices in addition to traditional
mouse and keyboard commands. You can get started with Windows 8 by practicing using the
Narrator. On the keyboard, press the Windows logo key plus Enter. To Exit the Narrator, press
Caps Lock1ESC .
WORKING WITH TOOLS
The Word 2013 window has many onscreen tools to help you create and edit documents quickly
and efficiently. In this section, you learn how to locate and use the Ribbon, the Mini toolbar, and
the Quick Access Toolbar to access Word commands. A command is an instruction based on the
action that you give to Word by clicking a button or entering information into a command box.
You also learn how to use Access keys, a tool that enhances the keyboard shortcuts and appears as
small letters on the Ribbon. Access keys are also known as KeyTips.
Using the Ribbon
In Word 2013, the Ribbon contains multiple commands separated by tabs. Microsoft has represented each of its Office application with a color. Word is symbolized with the color blue and active
tab text is blue—this is one of the new features in Word 2013. In turn, each tab contains several
6
Lesson 1
groups, or collections of related Word commands. For example, in the Home tab, the grouping
levels consist of Clipboard, Font, Paragraph, Styles, and Editing. Each group contains one or more
command boxes that have a drop-down menu, or list of options, associated with them; you click
the drop-down arrow to produce this menu. Some groups have a dialog box launcher —a small
arrow in the lower-right corner of the group—that you click to launch a dialog box that displays
additional options or information you can use to execute a command.
In this exercise, you learn to use the Ribbon by making tabs active, hiding and displaying command groups, and using the dialog box launcher and drop-down arrows.
In the Office 2013 programs, the Ribbon is contextual, which means it displays commands related
to the type of document or object that you have open and onscreen.
STEP BY STEP
Use the Ribbon
GET READY. Start with the File > New screen open.
1. Click the Blank document icon. The Ribbon is located at the top of the Word screen. In
your newly opened document, the Home tab is the default tab on the Ribbon, as shown
in Figure 1-4. Note how the Ribbon is divided into groups: Clipboard, Font, Paragraph,
Styles, and Editing.
Figure 1-4
The Ribbon
Tabs
Drop-down arrows
in command box
Dialog box launcher
Collapse
the Ribbon
Groups of commands
2. Review the other tabs on the Ribbon and review each group associated with the tab,
and identify the arrows that launch a dialog box (if present).
3. Click the Page Layout tab to make it the active tab. Notice that the groups of commands
change. The Page Layout tab contains three groups: Page Setup, Paragraph, and
Arrange. Notice that in the Page Setup and Paragraph group a small arrow appears in
the lower-right corner. Clicking on the arrow opens the dialog box with more options to
select or complete a command.
4. Click the Home tab.
5. Click the dialog box launcher in the lower-right corner of the Font group. The Font
dialog box, as shown in Figure 1-5, appears. The Font dialog box contains two tabs
with the Font tab being the active tab. There are many options to select within the Font
dialog box. Click Cancel to close the dialog box.
Understanding Word
Figure 1-5
Font dialog box
Another Way
Also you can locate
a font quickly by typing the first
three characters of the name in
the Font command box.
6. Click the drop-down arrow on the Font command box in the Font group to produce a
menu of available fonts, as shown in Figure 1-6.
Figure 1-6
Font menu
Clicking on the drop-down arrow
produces available fonts to select
Use scroll bar or buttons
to view additional fonts
Another Way
To unclutter the
screen, press the ^ key located
above the vertical scroll bar
in the right corner or press
Ctrl1F1. Holding the Ctrl while
pressing F1 is a toggle key,
which hides the Ribbon and
then displays the Ribbon.
7. Click the arrow again to close the menu.
8. Double-click the Home tab. Notice the command groups are hidden to give you more
screen space to work on your document.
9. Double-click Home again to redisplay the groups.
PAUSE. LEAVE the document open to use in the next exercise.
7
8
Lesson 1
Using the Mini Toolbar
In this exercise, you learn to use the Mini toolbar, a small toolbar with popular commands that
appears when you point to selected text. The Mini toolbar displays after text has been selected.
You also learn to display the shortcut menu, which contains a list of useful commands. To display
the shortcut menu, right-click on selected text. If you are familiar with the Mini toolbar, you will
notice that new commands have been added to the Mini toolbar.
STEP BY STEP
Use the Mini Toolbar
USE the document that is open from the previous exercise.
1. Type the term mini toolbar into your blank document. Drag the mouse pointer over
the word “toolbar” to select it. The Mini toolbar appears once the word is selected, as
shown in Figure 1-7.
Figure 1-7
Mini toolbar
2. Point to the Font command on the Mini toolbar.
3. Click the drop-down arrow on the Font command box. A font menu appears. Press Esc once
or click the drop-down arrow again to exit the command box. To close the Mini toolbar, click
anywhere in a blank area within the document.
4. Now, position the insertion point on the selected text and right-click; the Mini toolbar
appears, accompanied by a shortcut menu that displays a variety of commonly used
commands (see Figure 1-8).
5. Click anywhere in a blank area of the document to close the Mini toolbar. Drag your
mouse over the text you typed at the beginning of this exercise to select the text. Press
the Delete key to remove the text.
Figure 1-8
Mini toolbar and
shortcut menu
PAUSE. LEAVE the document open to use in the next exercise.
Understanding Word
9
Using the Quick Access Toolbar
The Quick Access Toolbar is located above the Ribbon and contains commands that users’ access most often, such as Save, Undo, and Redo—by default, the Save, Undo, and Redo commands
display when you launch Word 2013. You can customize the contents of the Quick Access Toolbar
by clicking the drop-down arrow on the right side of the toolbar and choosing options from the
menu that appears. Microsoft has added the option Touch/Mouse Mode to the Quick Access
Toolbar for Word 2013. If you have a touch-capable device, you can use Touch Mode. Touch
Mode provides more space between buttons and icons to prevent you from accidently pressing one
with your finger or stylus. In this exercise, you learn to customize the Quick Access Toolbar. You
also learn to change its position in relation to the Ribbon.
Another Way
Press Ctrl1Z to
use the Undo command. Press
Ctrl1Y to repeat your last
command.
STEP BY STEP
button in the Quick Access Toolbar for the fi rst time opens the Save As
Clicking the Save
screen. Save As also appears as a command listed in Backstage view when you click the File
tab. When saving a document for the fi rst time, you need to specify the fi lename and location
where the document will be saved. You can save a document to your flash drive, SkyDrive,
computer, or any other portable device. After you select a save location, such as your computer,
command lets you cancel
the Save As dialog box lets you select a fi le format. The Undo
or undo your last command or action. You can click the Undo command as many times as
necessary to undo previously executed commands. Also, if you click the arrow beside the
command
Undo command, a history of actions you can undo appears. Clicking the Redo
repeats your last action. Note that commands on the Quick Access Toolbar are not available
if their button is dimmed.
Use the Quick Access Toolbar
USE the document that is open from the previous exercise.
1. Click the Save
button on the Quick Access Toolbar.
2. If this is the first time you’ve attempted to save this document, the new Save As opens
in Backstage. You have three options for where to save your work: SkyDrive, Computer,
or 1Add a Place. For now, you are just exploring the Save command on the Quick
Access Toolbar. Later in the lesson, you learn to save a document using the Save As
command.
3. Click the Return to Document icon, which is a circled left arrow
located in the
upper-left corner or press the Esc key to return to the document screen.
4. Click the drop-down arrow on the right side of the Quick Access Toolbar. A menu
appears as shown in Figure 1-9. Selecting one of the commands automatically places
the command on the Quick Access Toolbar or moves the Quick Access Toolbar to a
new location.
10
Lesson 1
Figure 1-9
Customizing the Quick Access
Toolbar
1.4.3
How do you customize the
Quick Access toolbar?
Cross
Ref
A check mark indicates the command appears
on the Quick Access Toolbar
5. Click Show Below the Ribbon. Notice that the toolbar is moved below the Ribbon.
6. Click the drop-down arrow on the right side of the Quick Access Toolbar again. Click
Show Above the Ribbon to return the toolbar to its original position.
PAUSE. LEAVE the document open to use in the next exercise.
In Lesson 14, you learn to further customize the toolbar by adding buttons for other commands
you use often.
Using Access Keys
In Word 2013, Access keys allows you to launch a command with keystrokes. Access keys are also
known as KeyTips. Every command on the Ribbon and the Quick Access Toolbar has an Access
key. To display Access keys, press the Alt key; KeyTips appears in small black letters across the tab.
The Quick Access Toolbar has numbers hovering over their associated commands. In this exercise,
you learn to display KeyTips and use Access keys.
STEP BY STEP
Use Access Keys
USE the document that is open from the previous exercise.
1. If necessary, Click the Home tab. Press the Alt key. KeyTips appears on the Ribbon and
Quick Access Toolbar to let you know which key to use to access specific commands or
tabs (see Figure 1-10).
Understanding Word
11
Figure 1-10
Access Keys
Press the ALT key on keyboard to
activate. To turn off, press the ALT
key again. Each letter is associated
with the tab on the Ribbon
2. Press H to activate the Home tab.
3. Press PG to open the Paragraph dialog box, and then click Cancel.
4. Press the Alt key again to display the KeyTips.
5. Press P to activate the Page Layout tab.
6. Press O to display the options to change the page orientation.
7. Press the Alt key twice to display the KeyTips again, and then press the Alt key to turn
them off.
PAUSE. LEAVE the document open to use in the next exercise.
Take Note
Shortcut keys are keys or are a combination of keys pressed together to perform a command.
Shortcut keys provide a quick way to give commands without having to take your hands from the
keyboard. Keyboard shortcuts from previous versions of Word that began with Ctrl have remained
the same, such as Ctrl1C (copy) and Ctrl1V (paste). However, Office 2007 introduced Access
keys, which begin by pressing the Alt key. Later in the lesson, you learn to use Help to learn more
about keyboard shortcuts.
SOFTWARE ORIENTATION
Backstage Screen
Before you begin working in Backstage, you need to be familiar with Microsoft’s Office new
UI. When you first launch Microsoft Word 2013, open a document, and click the File tab, you
should see a screen similar to that shown in Figure 1-11. This is what is known as Backstage view.
Return to
Document icon
Backstage
commands
Figure 1-11
Backstage—The New Open screen
Use Figure 1-11 as a reference throughout this lesson as well as the rest of this book.
12
Lesson 1
OPENING BACKSTAGE
The Bottom Line
Backstage view offers quick access to commands for performing many file management tasks—
such as opening, closing, saving, printing, and sharing Word documents.
The new appearance for Backstage displays the command pane on the left side. These commands
allow you to open, save, print, share, and export documents; to display accounts; and to customize
options within Word 2013.
Here is a brief overview of the commands that appear in the Backstage of Word 2013:
• Info: The options in this group prepares and mark documents as final so that no changes can be
made to them; protects documents with a password or restricted permissions; protects integrity
of the document by adding a digital signature; checks the document for sensitive information;
checks document accessibility and compatibility; and manages different versions of a document.
The Document Properties can also be opened from this command.
• New: Creates a new document from a blank page or template.
• Open: Displays recently opened locations where documents were saved for quick access.
• Save: Saves the current document using the Word format and location you chose when you last
used the Save As command.
• Save As: Enables you to save a document in multiple locations, such as your computer, flash
drive, SkyDrive, or desktop area. This command also saves a document in a different file format
(e.g., .pdf, .txt, .rtf, .htm, and so on).
• Print: Offers several sets of options—the Print options enable you to send documents straight
to a default printer and choose the number of copies to be printed; the Printer options enable
you to choose a printer and set printer properties; the Settings options enable you to change the
settings for a page, and the Preview screen enables you to visually check your document for
errors before printing.
• Share: Allows documents to be shared with family, friends, and colleagues by using SkyDrive,
e-mail, presenting online, or publishing links on a blog post or social networking page.
• Export: Documents are saved in a PDF, XPS, or another type of format.
• Close: Closes an open document (the program remains open).
• Account: Displays how you can access your documents from any account and how information
is shared via Flickr, Facebook, LinkedIn, and Twitter. Accounts must be activated to be viewed.
• Options: Includes the default Word document and setting options. The settings for Word
can be changed in general options, document proofing options, save options, language preferences, editing options, and options for managing add-ins and templates and for keeping
documents secure.
STEP BY STEP
Use Backstage View
As you begin this exercise, you should acquaint yourself with the new appearance to
Backstage. In this exercise, you access Backstage by clicking the File tab. To return to your
document screen, click the Return to Document icon circled left arrow
or press the Esc key.
USE the document that is open from the previous exercise.
1. Click the File tab (see Figure 1-11).
Another Way
You can also
activate Backstage view by
pressing Alt1F. Using this
shortcut opens the Access keys
in Backstage.
2. The default setting Info screen is automatically displayed.
3. Click each of the other commands in the left pane to view the options of each one.
icon or press the Esc key to
4. Click Return to Document, which is a circled left arrow
exit Backstage. This action returns you to the document screen.
PAUSE. LEAVE the document open to use in the next exercise.
Understanding Word
Cross
Ref
13
You learn about Backstage options in Lesson 13.
USING THE MICROSOFT WORD HELP BUTTON
The Bottom Line
Take Note
Microsoft Word 2013 has options for accessing the Help features by pressing F1 or clicking the
in the upper-right corner of the screen. You can access help from Office.com
question mark
or from your computer.
When you hover over a command on the Ribbon, a ScreenTip appears displaying the name of the
command and additional information about the command. You also can click the Help button
to get more information and advice.
Using the Help Button
Microsoft Word Help works much like an Internet browser and has many of the same buttons,
such as Back, Forward, Home, Print, and Use Large Text for easier reading. To access Help, press
F1 or click the question mark located in the upper-right corner of the screen. A quick way to find
Help information is to type a word or words into the search box and then click the Search button.
Word displays a list of popular searches as links—to access that topic click the link. Under Getting
Started are more links to videos, training, tips for tablets, and more. In this exercise, you learn to
open Word Help and to use Help by typing in search words.
The Help screen displays content available online (you must be connected to the Internet to access
this content, which is located on Office.com). The advantage of being connected to the Internet is
that you will have access to the latest articles, videos, and training when using the Help command.
You can print Help information within the Word Help main window by clicking the Print button
and pin the information to the Help screen to refer back to it quickly.
STEP BY STEP
Use the Help Button
USE the document that is open from the previous exercise.
1. Make sure you are connected to the Internet.
button in the upper-right corner of the screen or
2. Click the Microsoft Word Help
press F1. The Word Help window appears, as shown in Figure 1-12.
Figure 1-12
Forward
Word Help window
Home
Use Large Text
Use Help from Office.com or
from your computer
Pin help
Back
Print
Search box
Quick links to
specific topics
14
Lesson 1
3. Under the section, “Getting started,” click the tile See what’s new and review the
content. Then click the back arrow
to return to the Help menu.
4. Click the tile Keyboard shortcuts, and then click 1Show All and review the information
displayed.
5. Click the Home
button to return to the main Help screen.
6. Click the Close
button to close Microsoft Word Help.
PAUSE. LEAVE the document open to use in the next exercise.
CREATING A DOCUMENT
The Bottom Line
You can create a document from a blank page or use a template that is already formatted. When you
start typing text at the insertion point in a blank document, you have begun to create a Word document. As you type, Word inserts the text to the left of the insertion point and uses the program’s defaults for margins and line spacing. Word also has a number of tools and automatic features to make
creating a document easier, including nonprinting characters, AutoComplete, and Word Wrap.
When you begin typing text into a document, it is inserted to the left of the insertion point and
the document is created using the Word defaults for margins and line spacing. The margin defaults are set to one-inch top, bottom, left, and right margins; the line spacing is set to 1.08; and
the spacing after each paragraph is set to 8 points. Later you learn to begin a new document by
selecting the single-spaced document with the margins set to one inch.
Displaying Nonprinting Characters
When documents are created, Word inserts nonprinting characters, which are symbols for certain formatting commands, such as paragraphs ( ¶ ), indents and tabs (→), and spaces ( • ) between
words. These symbols can help you create and edit your document. By default, these symbols are
hidden. To display them, click the Show/Hide (¶) button in the Paragraph group of the Home tab.
When you print your document, these hidden symbols do not appear. In this exercise, you learn
to display nonprinting characters in Word.
STEP BY STEP
Display Nonprinting Characters
USE the document that is open from the previous exercise.
1. On the Home tab, in the Paragraph group, click the Show/Hide (¶) button to display the
nonprinting characters in the document.
2. Click the Show/Hide (¶) button again to hide the nonprinting characters.
3. Press Ctrl + Shift +* to once again display the nonprinting characters. This time, leave
Show/Hide on.
PAUSE. LEAVE the document open to use in the next exercise.
1.4.7
How would you turn on
Show/Hide?
After you create your first document, you see the filename on the document title bar, which displays as Document1. Word assigns chronological numbers to all subsequent files that you open in
that session. When you save and name your documents, the name you assign replaces the document number name originally assigned by Word. When you close and reopen Word, the program
begins its chronological numbering at number 1 again.
Hiding White Space
The white space is the space between pages of the document. This appears at the top and bottom of
each page with the gray area separating the pages. By default, this appears in Print Layout view. You
can change the view of the document to reduce the amount of gray appearing by double-clicking
between the pages. In this exercise, you learn to hide and unhide the white space.
Understanding Word
STEP BY STEP
15
Hide White Space
USE the document open from the previous exercise.
1. Make sure your insertion point is at the beginning of the document. Place the mouse
below the Ribbon until you see the ScreenTip Double-click to hide white space and then
double-click. Notice the gray border line representing the white space becoming thinner.
2. Place the mouse over the gray border line until you see two arrows again and then
double-click. This reveals the white space.
PAUSE. LEAVE the document open to use in the next exercise.
Using AutoComplete
The AutoComplete feature automatically completes the text of the current date, day of the week,
and month. When you type the first four characters of the day of the week, a ScreenTip appears
with a suggestion for the completed text; press Enter to accept the suggestion. AutoComplete
reduces the amount of time spent typing content or phrases in a document. The AutoComplete
feature is turned on by default and can be turned off in the Word Options settings. In this exercise, you learn to use Word’s AutoComplete feature.
STEP BY STEP
Use AutoComplete
USE the document open from the previous exercise.
1. Type the name of the current month; as you type the first four characters, a ScreenTip
appears. Press Enter to accept the suggested text.
2. Press the Spacebar and the current day and year appears, and then press Enter.
PAUSE. LEAVE the document open to use in the next exercise.
Entering Document Text
Another Way
To use AutoComplete, you can also type the
first four characters of the
current day of the week, and
then press Enter or F3.
STEP BY STEP
Entering document text is easy in Word. Word sets default margins and line-spacing measurements
for newly created documents, and Word Wrap automatically wraps text to the next line as it reaches the right margin. To separate paragraphs and create blank lines, press Enter. In this lesson, you
create a letter using the Block Style format with mixed punctuation. Be sure to type the document
text exactly as shown in the steps that follow—in a later lesson, you learn to format the document.
When sending professional correspondence to customers, it is good business practice to ensure
the document is in an acceptable format and error free. The Block Style letter format has open or
mixed punctuation and is common to many business documents. Block Style format aligns text
along the left margin, including the date, inside address, salutation, body of the letter, closing, and
signature. Open punctuation requires no punctuation after the salutation or the closing, whereas
mixed punctuation requires a colon after the salutation and a comma after the closing.
Enter Document Text
USE the document that is open from the previous exercise.
1. The insertion point should be positioned at the end of the year. Press Enter twice.
2. Type the delivery address as shown:
Ms. Miriam Lockhart (Press Enter once.)
764 Crimson Avenue (Press Enter once.)
Boston, MA 02136 (Press Enter twice.)
16
Lesson 1
3. Type Dear Ms. Lockhart:
4. Press Enter once.
5. Type the following text and press Enter once after each paragraph.
We are pleased that you have chosen to list your home with Tech Terrace Real Estate.
Our office has bought, sold, renovated, appraised, leased, and managed more homes
in the Tech Terrace neighborhood than anyone and now we will be putting that
experience to work for you.
Our goal is to sell your house quick for the best possible price.
The enclosed packet contains a competitive market analysis, complete listing data, a
copy of the contracts, and a customized house brochure. Your home has been input
into the MLS listing and an Internet ad is on our website. We will be contacting you
soon to determine the best time for an open house.
We look forward to working with you to sell your home. Please do not hesitate to call
if you have any questions.
6. Press Enter once.
7. Type Sincerely,
8. Press Enter twice.
9. Type Steve Buckley. Your document should appear as shown in Figure 1-13. This letter
still needs to be formatted in an accepted mailable format and this is discussed in a
later lesson.
Figure 1-13
Block Style format with mixed
punctuation
Current date will
appear here
1.1.1
PAUSE. LEAVE the document open to use in the next exercise.
How do you create a new
document?
Understanding Word
Take Note
17
To create a new blank document, click the File tab and then click the New command. Select the
first option, Blank document , and Word 2013 automatically opens a new document. You can also
open a new blank document using the keyboard shortcut Ctrl1N.
It is always important to save your document before closing the program. However, if you close
the document or Word by accident, a prompt appears, asking whether you want to save your
document. Choose Yes to save and close, No to close without saving, or Cancel to stop the Close
command. The Spelling & Grammar commands are discussed in a later lesson.
SAVING A DOCUMENT
The Bottom Line
By default, newly created documents are saved with a specific filename closely related to the content
of the document so that you can locate the file quickly. After editing an existing document, you can
choose to save that document with a new filename, file format, or in another location. When saving
a document to the Cloud, such as SkyDrive, you have access to your documents at any computer
or tablet and can share them with others. In some cases, you might want to save the original and
edited documents in the same place but with different filenames. Keeping the original document
allows you to reference it at a future date on any computer.
Saving a Document for the First Time
When saving a document for the first time, you must specify a filename, the file type, and a place
where you can access the document. The filename should help users find and identify the file, and
the file location should be convenient for the file’s future users. You can save files to portable storage devices such as a flash drive, to your computer’s desktop or hard drive, to a network location,
or to SkyDrive. Word 2013 enhanced the Save As command, which allows users to save their work
to the cloud and access the document quickly from any computer or tablet. In Lesson 13, you
learn to save documents to SkyDrive. In this exercise, you learn to save a document with a specific
filename to your flash drive.
STEP BY STEP
Save a Document for the First Time
USE the document that is open from the previous exercise.
1. If necessary, connect your flash drive to one of the USB ports on your computer.
2. Click the File tab, and then click the Save As command. The new Save As screen
is shown in Figure 1-14. There are three options available to save your document:
SkyDrive, Computer, and 1Add a Place. Click Computer. The right side of the screen
changes and displays Recent Folders that have been opened.
18
Lesson 1
Figure 1-14
The New Save As screen
Options on where to save your work,
such as your Desktop, hard drive, or portable device
Return to
Document icon
Recent Folders displayed from Computer
Browse button
Backstage
commands
3. Click Browse. The Save As dialog box opens. In the Windows 8 environment, the
Documents Library is the default location for saving new files. Change the location from
the default to your flash drive by using the vertical scroll bar and scrolling down until
you see your flash drive. Storage devices are given a specific letter identified by the
operating system. For example, your flash drive might be labeled as TravelDrive (I:) .
4. Click the flash drive to open that location to save your document.
Another Way
You can also save a
document by clicking the Save
button on the Quick Access
Toolbar or by pressing Ctrl1S.
Cross
Ref
5. Type Tech Terrace Letter in the File name box and click Save. By default, the first few
characters that you typed in your document appear in the File name box. Drag the
mouse over the text and press Delete or begin typing over the highlighted text.
6. If a prompt appears to upgrade to the newest format click the OK button. This action
allows you to use the new features in Word 2013.
PAUSE. LEAVE the document open to use in the next exercise.
It is a common business practice to send documents as an attachment through e-mail. When
documents are opened as an attachment, they open in Protected view. Protected view is covered
in greater depth in Lesson 13.
Saving a Document in a Folder
Folders help you organize the documents you create in Word. The documents that you open for
Word 2013 are organized in folders by lesson. To help you manage documents for this lesson, you
create a folder in your flash drive. You can also create a folder within a folder, and the new folder
is called a subfolder. Always remember to check the full location path listed in the Save As address
bar to be certain that you have identified the right location. In this exercise, you create a new folder
on your flash drive and save the document in that folder with its original filename.
Understanding Word
STEP BY STEP
19
Save a Document in a Folder
USE the document that is open from the previous exercise.
1. Click the File tab, and then click Save As.
2. Click Computer. Under the Computer heading, you should see your flash drive under
Current Folders. Click your flash drive—the Save As dialog box opens.
3. Click New folder located below the address bar and type Word 2013. Press Enter.
4. In the main pane of the dialog box, double-click the Word 2013 folder; notice the
address bar displays your flash drive followed by Word 2013 , as shown in Figure 1-15.
Note also that the flash drive TravelDrive (I :) in Figure 1-15 might not appear on your
screen; therefore, you need to check with your instructor for the correct path. Tech
Terrace Letter should already appear in the File name box.
Figure 1-15
Save As dialog box in a
specific folder
Click to create new folder
Address bar displays location
of flash drive and folder
Flash drive location
5. Click Save to close the dialog box.
PAUSE. LEAVE the document open to use in the next exercise.
Troubleshooting
AutoRecover is a feature that automatically saves your data at scheduled intervals. Be default,
Word 2013 saves your work every 10 minutes. This makes it possible to recover some of your
work if a problem occurs. However, this useful option is not a substitute for frequently saving
your documents as you work. You should always click the Save button regularly to avoid losing
work in case of a power outage or computer crash.
20
Lesson 1
Saving a Document with a Different Name
You can use the Save As command to save a copy of your document with a new filename, to save
the document in a new location, or to save the document as a different file type. In this exercise,
you learn to save an existing document with a new filename in the Word 2013 folder.
STEP BY STEP
Save Document in a Folder with a Different Name
USE the document that is open from the previous exercise.
Another Way
The Save As dialog
box can also be opened by
pressing F12. To locate your
flash drive, click the drop-down
arrow beside the address bar at
the top of the dialog box, and
then scroll through the listings
and click the flash drive.
1. Click the File tab, and then click the Save As command. On the right side of the screen
under Current Folder, you should see the folder that you created.
2. Click Word 2013 and the Save As dialog box opens.
3. Type Tech Terrace2 in the File name box.
4. Click Save.
PAUSE. LEAVE the document open to use in the next exercise.
Showing File Extensions
Figure 1-16
Word gives you the option of saving your document in a number of formats considered as non-native file types (see Figure 1-16), such as a Word template, web page, Rich Text Format, and PDF
(Portable Document Format) file, which safeguards the document and preserves the intended
formatting for viewing and printing. A document’s file type is embedded in the filename as a file
extension. A document saved with one of the file types shown in Figure 1-16 can be opened and
File type formats
The Save as type
produces a listing
of different file types
Understanding Word
21
edited in Word. File extensions are associated with certain programs. (The Save as type dropdown list shows the file type formats available in Windows 8 and Windows 7, and Table 1-1
provides a description for some of the file extensions.) In this exercise, you learn how to display file
extensions in Windows 8 and in Windows 7.
Table 1-1
File Extensions
File Type
Description
Word Document (*.docx)
Used for Microsoft Word 2007, 2010, and 2013.
Word 97-2003 (*.doc)
Used for Microsoft Word 97-2003.
Word Template (*.dotx)
Template for Microsoft Word 2007, 2010, and 2013.
Word 97-2003 Template (*.dot)
Template for Microsoft Word 97-2003.
PDF (*.pdf)
Portable Document Format, which preserves the intended formatting of a file for
later editing, viewing, and printing. PDF files open with Adobe Reader. In Word
2013, you can edit PDF documents.
XPS Document (*.xps)
XPS is a file format that preserves document formatting and enables file sharing.
Web Page (*.htm,*.html)
Both extensions denote HTML files, which is an acronym for the Hypertext Markup
Language format. These type of documents open in a web browser.
Rich Text Format (*.rtf)
RTF documents are opened with text editor programs such as Notepad, WordPad,
and Microsoft Word. Only limited formatting is allowed.
Plain Text (*.txt)
Plain text documents are associated with Notepad, WordPad, and Microsoft Word.
The .txt extension does not permit formatting other than spaces and line breaks.
OpenDocument Text (*.odt)
Used by some word processing applications such as OpenOffice.org and Google.
docs. Some Microsoft Word formatting might be lost when files are saved in the
.odt format.
STEP BY STEP
Show File Extensions in Windows 8
USE the document that is open from the previous exercise.
1. Hover the mouse in the upper-right edge of the screen until the Windows 8 Charms
appear on the right side of the screen (see Figure 1-17). Another way to display the
Windows 8 Charms is to press the keyboard combination Windows logo key + C. The
Windows logo key is located on the keyboard.
22
Lesson 1
Figure 1-17
Windows 8 commands on the
Charm Bar.
Charms
Search
Share
Start
Devices
Settings
2. Click the Settings
icon. A command pane appears on the right side.
3. Under Settings, click Control Panel. The Control Panel opens. The Control Panel
contains a menu bar. (If the menu is not visible, press the ALT key to display the menu).
4. Click Tools on the menu bar.
Another Way
In Windows 8, file
extensions are off. If the file extensions on your computer are
hidden, you can show them in
Windows 8. Click the Windows
8 Search charm. Type Control
Panel. Select Control Panel .
Tools . Folder options . View
tab. Clear the check box by
Hide Extension for known file
types.
5. Click Folder options. The Folder Options dialog box opens with the General tab as the
active tab.
6. Make the View tab active by clicking on the tab.
7. Under the Files and Folders heading, locate Hide extensions for known file types and
then click in the check box to remove the check mark. By default, the file extensions
are hidden. When the check mark is removed, the file extensions will be displayed on
the title bar each time you open a new document. Note, the document that is opened,
needs to be closed and reopened to see the file extension associated with Word 2013.
8. Click OK to close the Folder Options dialog box, and then click the Close
close the Control Panel.
PAUSE. The Word program is still open from the previous exercise.
button to
Understanding Word
STEP BY STEP
23
Show File Extensions in Windows 7
USE the document that is open from the previous exercise.
Another Way
By default, file
extensions are off. If the file
extensions on your computer
are hidden, you can show them
in Windows 7 using two different methods. Either choose
Start . Control Panel .
Appearance and Personalization . Folder Options
or choose Start, type folder
options in the Search box, and
press Enter.
1. Click Start. In the Search box, type Show hidden files and folders.
2. Click Show hidden files and folders under the Control Panel.
3. The Folder Options dialog box appears. Click the View tab, and then clear the Hide
extensions for known file types check box. In some cases, the System Administrator
who manages the lab environment might set up the computers in the lab so that each
computer system displays the same. Check with your instructor to see whether the file
extensions will display on your computer.
4. Click OK to close the dialog box.
PAUSE. The Word program is still open from the previous exercise.
Choosing a Different File Format
Some individuals and companies might have not upgraded their Office suite to the latest version of
Office 2013 and might still be working in an earlier version, such as Word 2003. Changing the file
format of a document allows those individuals and companies to open and edit your document without losing its text formatting. In this exercise, you learn to save a document in a format compatible
with an earlier version of Word.
STEP BY STEP
Choose a Different File Format
USE the document that is open from the previous exercise.
1. Click the File tab, and then click Save As to open the Save As screen.
2. Under Current Folder, click Word 2013. The folder you created earlier opens.
3. In the Save as type box, click the drop-down arrow and choose Word 97-2003
Document (*.doc).
1.5.2
How do you save a document
in a different file format?
4. Type Tech Terrace2 97-2003 in the File name box. Click Save. You should see the .doc
extension in the File name box—the file extension is associated with a previous version
of Word. On the title bar, the file extension appears along with Compatibility Mode. In
the next exercise, you learn about Compatibility Mode.
PAUSE. LEAVE document open for the next exercise.
Converting a Document
Compatibility Mode enables you to work in a document created in an earlier version of Word
without saving the file in a different file format. In this exercise, you learn to use the Convert command to clear the compatibility options and convert a document to the Word 2013 file format.
STEP BY STEP
Convert a Document
USE the document that is open from the previous exercise.
1. With the Tech Terrace2 97-2003.doc document open, click the File tab.
2. In the main pane of the Info command, click Convert, and then click OK to confirm the
conversion, as shown in Figure 1-18. Converting the document clears the Compatibility
Mode on the title bar and upgrades your document to Word 2013 format, which allows
you to access Word’s new features.
24
Lesson 1
Figure 1-18
Convert prompt
1.5.7
How do you maintain
backward compatibility by
converting a document?
STEP BY STEP
3. To save the document in the Word 2013 file format, click the File tab.
4. Click Save As, and then click the Word 2013 folder. Then in the File name box, type
Tech Terrace Update . Click Save. The filename displays the .docx extension in the title
bar after the file name.
PAUSE. LEAVE the document open for the next exercise.
Export a Document to a PDF
USE the document that is open from the previous exercise.
1. Now you export the document to a PDF file format. Click the File tab and click the
Export command. The Export screen opens (see Figure 1-19). You use the Export
command to share your documents with others. Publishing the document as a PDF file
preserves the formatting. You can also select what you want to share before exporting.
In Lesson 13, you learn to select what you want to share.
Figure 1-19
Export screen
Click the Create a PDF/XPS button
to open the Save As dialog box
2. Click the Create PDF/XPS button. The Publish as PDF or XPS dialog box opens, and the
Word 2013 folder automatically opens.
Understanding Word
25
3. In the File name box, type Tech Terrace 3 . In the Save as type box, notice that the PDF
(*.pdf) is showing. The file extension is automatically selected when using the Export
command.
4. Click Publish. By default, the document will not open after the file is published. To open
the document in a reader format, enable the Open file after Publishing check box.
5. Click File, and then click Close to close the Word document.
PAUSE. LEAVE Word open for the next exercise.
Take Note
PDF is a popular Save As format for documents and preserves document formatting for viewing.
Word 2013 now allows editing documents that are saved in a PDF format. In a later lesson, you
learn to edit a PDF document. To edit in PDF format, you must download the appropriate add-in
from microsoft.com.
SOFTWARE ORIENTATION
Template Options in Backstage
You can work more efficiently by basing many of your new documents on templates that
Word provides—there are many choices available for working with different templates, as
shown in Figure 1-20 (you will likely see a different selection of templates than shown in
this figure).
Figure 1-20
New screen displaying templates
Using templates keeps you from having to recreate the layout and formatting of recurring
documents such as interoffice memorandums, monthly newsletters that you share with employees, recordings of minutes from meetings, and more. The New command has many
options to select a template of your choice. You can work with templates that are already
installed or search for a template online.
26
Lesson 1
WORKING WITH TEMPLATES
The Bottom Line
You can choose from many different categories of templates, such as letters, resumes, faxes, labels,
cards, calendars, and more. Some templates are preinstalled with Word and there are more options
available online. A template is a master document with predefined page layout, fonts, margins,
and styles that is used to create new documents with the same basic formatting. Templates are
reusable even if you saved the document with a different file name. In this exercise, you locate an
installed template, enter information, and save the document as a template.
Locating a Template Installed on Your Computer
Microsoft continues to add new templates to its categories. If you are looking for a document that
contains no formatting, single spaced, margins at one-inch top, bottom, left, and right, then the
Single spaced (blank) document template will do just that. In this exercise, you select this template
to create and save a Word document.
STEP BY STEP
Locate a Template Installed on Your Computer
GET READY. OPEN Word if it is not already open.
1. Click the File tab, and then click New. The New screen displays the available templates
as shown in Figure 1-20. Scroll down and review the accessible templates. First
determine what type of document needs to be created. For this exercise, you select a
blank template.
1.4.7
2. Click the Single spaced (blank) document, and then click the Create button.
3. Display the Show/Hide button (¶) to show paragraph marks.
How would you turn on
Show/Hide?
PAUSE. LEAVE the document open to use in the next exercise.
Creating a Document Using a Template
STEP BY STEP
Create a Single-Spaced Document Using a Template
GET READY. OPEN Word if it is not already open.
1. Click the File tab, and then click Save As. In the Save As screen, click Computer. Under
Recent Folders, click the Word 2013 folder to open that location. In the File name box,
type Welcome Memo. Click Save.
2. Type the document as follows and press the Tab or Enter key as indicated. By pressing
the Tab key twice, you are aligning the text at the one-inch marker on the ruler.
Forest Hills Home Owner’s Association [Press Enter three times.]
To: [Press Tab twice.] New Neighbor Welcoming Committee Members [Press Enter
twice.]
From: [Press Tab twice.] Committee Chair [Press Enter twice.]
Date : [Press Tab twice.] December 15, 20XX [Press Enter twice.]
1.1.2
How do you create
a document using a
template?
Subject: [Press Tab twice.] Meeting and Refreshment Schedule [Press Enter twice.]
Thank you for volunteering to be on the New Neighbor Welcoming Committee.
Enclosed please find the meeting and refreshment schedule for the next six months.
See you in January!
3. SAVE the document leave open for the next exercise.
PAUSE. LEAVE the document open to use in the next exercise.
Finding Templates on the Internet
Microsoft offers numerous templates online and other templates are also available from third-party
providers, as well as other users in the community. You can select from a category using the Office.
com Templates section or search for a template using the Search bar and searching by keywords.
Understanding Word
27
You can also use the Help feature and search for additional information on templates on your
computer or online. You must be connected to the Internet to search for templates online. In this
exercise, you select a template category and view a listing of templates online.
STEP BY STEP
Find Templates on the Internet
GET READY. OPEN Word if it is not already open.
1. Click the File tab, and then click New.
2. In the Search for online templates box, type forms, and then click the Start Searching
button. Additional templates are displayed as shown in Figure 1-21. You can also
filter the templates by category to narrow your search. Preview by using the scroll bar
and select any template. Click Create.
Figure 1-21
Online templates
Key a category in text box then click
the magnifier to begin search
3. CLOSE the forms template and do not save.
4. As the assistant to the Tech Terrace Real Estate manager, you are in the beginning
stages of gathering the materials together for the annual report. You decide to use one
of the available templates in Word 2013. Click the File tab, and then select New.
5. In the Search for online templates box, type Annual Report (Timeless design) , and then
button. Select the template with the image, and then click
click the Start Searching
Create. The template will download.
6. Complete the placeholders with the following text: type text inside the brackets, [FY]
[Year] . Click the drop-down arrow by the year and select the current date—note the
year displays in the placeholder. As you gather information for the report, you begin
entering data into the document.
7. Click File, and then click Save As. In the Save As dialog box screen, click Computer.
Under Current Folders, select the Word 2013 folder.
28
Lesson 1
8. In the File name box, type Annual Report.
9. Change the file type by clicking the drop-down arrow and select Word Template
(*.dotx) . Note that you might need to select your flash drive again because Word
automatically saves templates to the Templates folder located on the computer.
Another Way
You can double-click
on a template to open it.
Take Note
10. Click SAVE .
PAUSE. LEAVE the document open for the next exercise.
You must be connected to the Internet to view online templates.
Workplace
Ready
USE TEMPLATES TO SAVE TIME AND MONEY
Templates are a great tool for helping create documents in the workplace. Companies can create
professional-looking marketing plans, brochures, invoices, timesheets, and other common documents directly from the supplied templates. By using the supplied templates, companies can save
time and money from creating complex documents from scratch.
Take Note
To find additional information on templates, use the Help feature by pressing the F1 button or
click the Help button.
PREVIEWING AND PRINTING A DOCUMENT
The Bottom Line
The Print command is located on the File tab in Backstage. There are three groups of printing options
available, which are the printing properties and settings. The Preview pane gives you an opportunity
to see what your printed document will look like so you can correct errors before printing.
Previewing in Backstage
Before printing your document, you need to preview its contents so you can correct any text or
layout errors. In this exercise, you learn to use Backstage to preview your document.
The Print command feature includes three sets of options: Print, Printer, and Settings. Choosing
the Print button automatically prints the document to the default printer using the default settings. Use the selection arrow to change the number of copies to be printed. The Printer options
enable you to select a printer, print to file, or change printer properties. Use the Settings options to
print only specific pages or selections of the document, collate the document, and so on. You also
have access to Page Setup here, where additional settings can be changed on the document. You
learn more about changing the document’s layout in Lesson 5.
The Preview screen to the right of the Print options settings enables you to view your document
as it will appear when it is printed, so you can make any necessary changes, such as changing the
margins or orientation, before printing. The Preview screen lets you preview every page by clicking
on the right and left arrows to page through multiple-page documents.
STEP BY STEP
Use Print Preview
OPEN the Welcome Memo document that you created earlier.
1. Click the File tab, and then click Print. The Print screen opens with the Print options on
the left and the Print Preview on the right, as shown in Figure 1-22.
Understanding Word
29
Figure 1-22
Print options and Print
Preview screen
Print commands
Preview area
Pages within Document
Zoom Slider
2. Click the plus symbol (+) on the Zoom slider located on the bottom-right of your screen
until the zoom level changes to 100% .
1.5.1
How do you prepare a
document for printing?
Cross
Ref
3. Click the Return to Document
icon or press the Esc key to close Backstage.
4. Click the File tab, and then click Save. Your document will be saved with the same
filename on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
You learn more about Page Setup in Lesson 5.
Choosing a Printer
If your computer is connected to multiple printers, you might need to choose a destination printer
for your document. If your printer is already set up to print, as is the case in most classroom environments, you do not need to complete this exercise. Otherwise, follow this exercise to choose
a printer.
Take Note
STEP BY STEP
Before printing your document, check with your instructor.
Choose a Printer
USE the document that is open from the previous exercise.
1. Click the File tab, and then click Print.
2. In the Printer selection area, click the drop-down arrow to produce a list of all printers
connected to your computer (see Figure 1-23).
30
Lesson 1
Figure 1-23
Available printers
Available printers
3. Select a printer, and then click the Print icon.
PAUSE. LEAVE the document open to use in the next exercise.
Setting Print Options
Print options enable you to select the number of copies to be printed; to print only selected content,
the current page, or a custom range; and to select from a number of other options for printing properties, collation, and page layout. Changes to Settings options apply to the current document. In this
lesson, you learn how to change the Settings options before printing. (Check with your instructor
before printing this exercise on a lab printer).
STEP BY STEP
Set Print Options
USE the document that is open from the previous exercise.
1. Click the File tab, and then click Print. Click the drop-down arrow on Print All Pages to
produce the menu shown in Figure 1-24.
Figure 1-24
Print settings
Print options
Understanding Word
31
2. Select Print Current Page, and then click the Print icon. Selecting this option prints the
current page.
1.5.3
How do you print document
sections?
1.5.6
How do you set print
scaling?
Another Way
You can also print a
document by pressing Ctrl1P.
The Bottom Line
STEP BY STEP
3. Return to the Print screen area. In the Copies section of the Print options area, click the
up arrow to select 2, and then click the Print icon.
4. Place your insertion point at the beginning of the first paragraph, and then hold down
the left mouse button and drag to the end of the paragraph to select it.
5. Click the File tab, and then click Print. Click the Print Current Page drop-down arrow,
select Print Selection, and then change the number of copies from 2 to 1 by clicking the
down arrow. Next, click the Print icon. The selected paragraph is printed.
6. Click the File tab, and then click Close to close the document.
7. The Annual Report document should still be open from a previous exercise. Click the
File tab, and then click Print. Under Settings, click the drop-down arrow by 1 Page
Per Sheet and select 2 Pages Per Sheet, and then click the Print icon. This eight-page
document is now printed on four pages with two pages per sheet.
PAUSE. LEAVE the document open to use in the next exercise.
CLOSING A DOCUMENT AND CLOSING WORD
Closing a document removes it from the screen. It is a good idea to close a document before exiting
a program or turning off your computer. Saving your work before closing allows you to continue
working on your document at a later date.
Close a Document and Close Word
USE the document that is open from the previous exercise.
1. Click the Close
button to close both the document and Microsoft Word.
STOP.
SKILL SUMMARY
In This Lesson, You Learned to: Exam Objective
Objective Number
Start Word 2013
Work with Tools
Customize the Quick Access toolbar. 1.4.3
Open Backstage
Use the Microsoft Word Help
Button
Create a Document
Demonstrate how to use Show/Hide. 1.4.7
Create new blank documents.
1.1.1
Save a Document
Save document in alternative file
formats.
Maintain backward compatibility.
1.5.2
1.5.7
Work with Templates
Demonstrate how to use Show/Hide. 1.4.7
Create new documents and apply
1.1.2
templates.
Preview and Print a Document
Configure documents to print.
Print document sections.
Set print scaling.
Close a Document and Close Word
1.5.1
1.5.3
1.5.6
32
Lesson 1
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. Assuming that you are using Windows 8, the first screen you see when you start your
computer is called the:
a. Word screen.
b. Windows 7 screen.
c. Start screen.
d. Screen saver.
2. When text is selected, what automatically appears on the screen?
a. I-beam
b. Mini toolbar
c. Insertion point
d. All of the above
3. The
contains the commands you use most often, such as Save, Undo,
and Redo.
a. Quick Access Screen
b. Quick toolbar
c. Quick Access Toolbar
d. Quick command
4. Letters and numbers that appear on the Ribbon when you press the Alt key are
called:
a. key trips.
b. KeyTips.
c. Edit keys.
d. key shortcut tips.
5. How would you search for templates online?
a. Template search box
b. Search for online templates box
c. Open a blank template box
d. Create your own template box
6. Which command would you use to save a document for the first time?
a. Save
b. Save As
c. Save for the first time
d. Either a or b
7. When you open new documents in Word, the program names them with a(n)
determined by the number of files opened during that session.
a. chronological number
b. odd number
c. even number
d. decimal number
8. Which of the following options would you use when saving a document with a new
filename?
a. Save
b. Save As
c. Ctrl1S
d. Either a or b
9. Which of the following is an acceptable format for a business letter?
a. Block style with mixed punctuation
b. Semi-block style
c. All text keyed to the left of the margin
d. Block style with open punctuation
e. Both a and d
Understanding Word
33
10. Which of the following allows you to access the Help command?
a. F1
b.
c. Some dialog boxes
d. Both a and b
True/False
Circle “T” if the statement is true or “F” if the statement is false.
T F
1. When you start Word, a new blank document appears.
T F
2. The Undo button is on the Mini toolbar.
T F
3. Quick-printing a document sends the document straight to the printer.
T F
4. The File tab can be used to save and print files.
T F
5. The Zoom slider is located in Backstage in the Info command.
T F
6. You can hide the Ribbon by double-clicking the active tab.
T F
7. Saving a document in a PDF format allows users to edit the document in
Word 2013.
T F
8. Previewing and printing can be completed by accessing Backstage.
T F
9. You can close a document and begin working on a new document.
T F 10. The Help command CANNOT be accessed in dialog boxes.
Competency Assessment
Project 1-1: Typing a Business Letter
You work for Proseware, Inc., and need to send a follow-up letter regarding price quotes. Create
the following letter in block style with mixed punctuation.
GET READY. LAUNCH Word if it is not already running.
1. When Word 2013 opens, the Recent screen appears. Click Single spaced (blank)
document. Click Create.
2. Click the File tab, and then click Save As. In the Save As screen, click Computer, and
then click Browse. Use the vertical scroll bar to locate your flash drive. Open your
Word 2013 folder and create a folder within this folder and name it Lesson 1 Projects.
Double-click to open the folder.
3. In the File name box, type 1-1 Quotes . Click Save.
4. Display the Show/Hide nonprinting characters. At the insertion point, type
January 10, 20XX.
5. Press Enter four times to create blank lines.
6. Type the recipient’s address as shown:
Mr. David Pacheco (Press Enter once.)
A Datum Corporation ( Press Enter once.)
2133 Montana ( Press Enter once.)
El Paso, TX 79938 ( Press Enter twice.)
7. Type the salutation Dear Mr. Pacheco:
8. Press Enter twice.
9. Type the body of the letter:
It was our pleasure meeting with you last week to discuss quotes for the components
you requested. As agreed upon, the specifications discussed will be provided to you
once we receive final approval from you.
34
Lesson 1
10. Press Enter twice.
11. Type At Proseware, Inc., we appreciate your business.
12. Press Enter twice.
13. Type the closing Sincerely,.
14. Press the Enter key four times.
15. Type Joe Villanueva.
16. Proof your document carefully.
17. Click the File tab, and then click Save. The updated version of the letter will be saved
with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open for the next project.
Project 1-2: Printing a Document
After proofing the letter you just wrote, you are ready to print copies of the document.
GET READY. LAUNCH Word if it is not already running.
1. Use the 1-1 Quotes document you created in Project 1-1.
2. Click the File tab, and then click Print. In the Copies section of the Print options area,
click the up arrow to change the number of copies from 1 to 2 .
3. Click the Print icon.
4. Click Save on the Quick Access Toolbar.
5. Click the File tab, then click Close.
PAUSE. LEAVE Word open for the next project.
Proficiency Assessment
Project 1-3: Creating a Job Responsibilities Document
Your supervisor, Leonard Lachmann, has asked you to type your job duties and responsibilities
into a new document.
GET READY. LAUNCH Word if it is not already running.
1. Click the File tab, and then click the New command and select Blank document .
2. Click the File tab, and then click Save As.
3. Click Computer, and then click the Lesson 1 Projects folder under Recent Folders.
4. In the File name box, type 1-3 Job Responsibilities . Click Save.
5. Type October 4, 20XX. Press Enter twice.
6. Type Duties & Responsibilities: Press Enter once.
7. Type the following paragraphs and press Enter once after each paragraph:
Manage a variety of user experience functions, including programming and
promotions
Manage the online customer experience by creating new site features and
maintaining site usability
Define the website’s look and feel
Partner with the Director of Technology on project planning
Analyze site usage, feedback, and research
Understanding Word
35
Improve website experience and performance
Manage a team of seven user-experience specialists, including graphic designers,
information architects, copywriters, and developers
8. Proof your document carefully.
9. Click the File tab, and then click Save. The updated file will be saved with the same
filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open for the next project.
Project 1-4: Saving in Different Formats
Now, you want to save your job responsibilities document in a different file format and export the
document in a PDF file format.
GET READY. LAUNCH Word if it is not already running.
1. Use the 1-3 Job Responsibilities document that is open from Project 1-3.
2. Click the File tab, and then click Save As. Save the document in the Lesson 1 Projects
folder. Change the filename to 1-4 Job Responsibilities . In the Save as type box, click
the drop-down arrow and choose Rich Text Format (*.rtf) . Click Save.
3. Click the File tab, and then click Export. Click the Create PDF/XPS button. Click Publish.
Close the Adobe Reader.
4. Click the File tab, and then CLOSE the document.
PAUSE. LEAVE Word open for the next project.
Mastery Assessment
Project 1-5: Saving a Word Document as a Web Page
Your coworker at the Grand Resort Restaurant has been working on a new menu for Thanksgiving. She asks you to look at the new templates that are available in Word 2013.
GET READY. LAUNCH Word if it is not already running.
1. Click the File tab, and then click New. In the Search for online templates box, search for
menus. Locate the Thanksgiving menu and download the template.
2. SAVE the document 1-5 Thanksgiving Menu as a template in the lesson folder on your
flash drive.
3. Type the following under each heading:
Appetizer:
First Course:
Main Course:
Sides:
Sweet and Spicy Cranberry Spread
Pumpkin Soup Shooters
Herb Roasted Turkey Breast
Apple Stuffing and Dressing
Bacon Roasted Potato Salad
Granola Crunch Sweet Potato Casserole
Dessert:
Pecan Pumpkin Cheesecake
Pecan Pie
Pumpkin Mousse
4. SAVE the document with the same filename in the lesson folder and CLOSE the file.
PAUSE. LEAVE Word open for the next project.
36
Lesson 1
Project 1-6: Creating an Invitation
You work for Tech Terrace Real Estate and have been assigned to help with the annual Christmas
party. You decided to use one of the available templates on your computer.
GET READY. LAUNCH Word if it is not already running.
1. Locate and download the Annual Holiday Party invitation with ornaments and blue
ribbon template.
2. SAVE the document 1-6 Annual Holiday Party as a template in the lesson folder on your
flash drive.
3. Change the company name to Tech Terrace Real Estate.
4. Change the date from December 13 to December 19.
5. Replace Stephanie Bourne with Miriam Loera.
6. SAVE the document with the same filename in the lesson folder and CLOSE the file.
STOP. CLOSE Word.
Basic Editing
2
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Changing and Organizing Document Views
Change document views.
Customize the Ribbon.
Demonstrate how to use Zoom.
Split the window.
1.4.1
1.4.4
1.4.2
1.4.5
Navigating and Searching through a Document
Search for text within document.
Find and replace text.
Demonstrate how to use
Find and Replace to format text.
Demonstrate how to use Go To.
1.2.1
2.1.2
2.2.2
Cutting, Copying, and Pasting Text
Copy and paste text.
2.1.3
Removing Blank Paragraphs
Remove blank paragraphs.
2.1.5
Changing Information in the Properties
Add values to document properties.
1.4.6
1.2.4
Selecting, Replacing, and Deleting Text
KEY TERMS
• Clipboard
• copy
• cut
• document properties
• Go To
• gridlines
• multi-selection
• Navigation Pane
• Object Zoom
• paste
• Read Mode
• replace
• rulers
© duckycards/iStockphoto
• scroll bars
• scroll box
• scroll buttons
• thumbnails
• wildcard
37
38
Lesson 2
Star Bright Satellite Radio is the nation’s leading satellite radio company.
The company sells its subscription service to automobile owners, home
listeners, and people on the go with portable satellite radios. The public relations department is responsible for promoting a favorable image
of Star Bright Satellite Radio to the media, potential customers, and current customers. Microsoft Word 2013 is the perfect tool for viewing and
searching through the department’s many documents. In this lesson, you
learn to navigate and view a document in Word.
© duckycards/iStockphoto
SOFTWARE ORIENTATION
The View Tab
Word offers several different ways to view a document, locate text or objects quickly, and
manipulate windows. After opening a document, you can access related commands on the
View tab, shown in Figure 2-1. Use this figure as a reference throughout this lesson as well as
the rest of the book.
Minimize button
Restore button
Close button
Views group
Show group
Zoom group
Window group
Macros group
Ribbon Display Options
Figure 2-1
View tab
Word provides options to change a document’s onscreen appearance by viewing the document
in Read Mode, Print Layout, Web Layout, Outline, and Draft view. Adding horizontal and,
vertical rulers, or gridlines; increasing or decreasing the view of the document; arranging the
document windows; viewing the document side by side; or splitting the document can also
change the view on the screen. In addition, the Navigation Pane provides options for browsing
and conducting a search in a document.
CHANGING AND ORGANIZING DOCUMENT VIEWS
The Bottom Line
You can enable features to show gridlines, thumbnails, and rulers to help in navigating the document, or you can zoom in or out. Word also allows you to open and arrange multiple document
windows. You learn about all these features in this section.
Opening an Existing Document
Word can open files that have been saved in Word format or many other popular formats, such as
.RTF, .TXT, or .PDF. You can edit the documents in Word and save the document in the original
file format or another file format. The Open button in the Open dialog box contains a drop-down
arrow that displays options for opening a document in a different manner. See Table 2-1 for a
listing of options. In this exercise, you learn to open a document using the Open dialog box.
Basic Editing
Table 2-1
Options for displaying
the Clipboard
List
Description
Open Read-Only
Opens the document as a read-only file—no changes can be made to
the document.
Open as Copy
Opens a copy of the original document.
Open in Browser
Opens the document that was saved as a web page in a web browser.
Open with Transform
Opens documents that were saved with an XML file type.
Open in Protected View
Opens documents in protected view—to edit, click Enable Editing.
Open and Repair
Opens and repairs corruption to the document.
39
Clicking the Open command in the File tab produces the new Open screen. You can locate a file
quickly in the Recent Documents where it displays the last 25 documents you accessed. From any
computer, you can open documents that were saved to the Cloud using SkyDrive. Or, you can
open documents that were saved to your local Computer. The Open dialog box opens when you
click Computer, and then click Browse. You can open existing documents from locations such as
a flash drive, hard drive, network location, desktop, or portable device. For the purpose of these
exercises, the instructions assume that all data files are stored on your flash drive.
Cross
Ref
STEP BY STEP
Saving documents in Compatibility Mode is covered in Lesson 1.
Open an Existing Document
GET READY. Before you begin these steps, be sure to turn on and/or log on to your
computer and start Word 2013.
1. Connect your flash drive to one of the USB ports on your computer.
2. Click the File tab to open Backstage.
3. Click Open. The new Open screen is shown on the left side whereas the right side
displays the recently opened documents.
4. Click Computer ; notice the right side of the screen displays the current recent folders.
(See Figure 2-2, but note that your screen will not be identical to the figure.)
Figure 2-2
The new Open screen
Return to Document
Backstage
Commands
40
Lesson 2
5. Click the Browse button. The Open dialog box appears.
6. Use the scroll bar and scroll down and locate the data files for this lesson on your flash
drive. Double-click the Lesson02 folder to open it.
7. Locate and click Star Bright Satellite Proposal once, as shown in Figure 2-3.
8. Click the Open button. The document appears.
Figure 2-3
Open dialog box with
subfolder
File path
location on
flash drive
PAUSE. LEAVE the document open to use in the next exercise.
Another Way
To open a document quickly, double-click the
filename.
Changing Document Views
The View tab on the Ribbon has groups of commands for Views, Show, Zoom, Window, and
Macros. In this section, you learn to use the Document Views command group to change the way
Word displays your document.
Word has five Document View options:
• Read Mode changes the page layout of the document with a larger font for easier reading. Some
tools are available for editing and navigating through the document. To advance to the next
page, click the arrow key on the right of the screen or tap if you are using a touch screen.
• Print Layout is the default view. It displays the document as it will look when printed and enables you to use the Ribbon to create and edit your document.
• Web Layout view shows how the document would look as a web page.
• Outline view displays the document as an outline and offers an Outlining tab with commands
for creating and editing outlines.
• Draft view is strictly for editing text. Advanced elements such as charts, graphs, pictures, and
other objects are hidden in this view.
Basic Editing
41
Change Document Views
STEP BY STEP
1.4.1
USE the document that is open from the previous exercise.
How would you change the
document views?
1. Click the View tab to see the command groups that are available.
2. In the Views group, click the Read Mode button to change the view of the document as
shown in Figure 2-4. The document page layout changes with an increased font size for
easier reading.
Figure 2-4
Read Mode view
Menu bar
Previous button
Next button
3. Click Tools on the menu in the upper-left corner of the screen to produce the Tools
options menu, as shown in Figure 2-5. Four additional commands appear. Note that
the first two options are active whereas Can’t Undo and Can’t Redo are inactive. The
inactive commands change to active after an action has been performed.
Figure 2-5
Tools options menu
4. Click View on the menu to produce additional commands, such as Edit Document,
Navigation Pane, Show Comments, Column Width, Page Color, and Layout.
5. Hover the mouse over each command to view a ScreenTip, and then click Edit
Document. The screen changes to the Print Layout view for editing.
6. Click the Read Mode button again.
7. Click View on the menu, and then click Navigation Pane. The pane opens on the left
side of the screen. This allows you to navigate your document quickly by selecting
headings and pages, or by searching for text.
8. In the Navigation Pane, click Option 3 and notice that your document jumps to that
location. Option 3 is formatted with a heading style.
42
Lesson 2
Cross
Ref
You learn more about styles in Lesson 3.
9. Click the Pages tab, and then click the first page. Page images are called thumbnails .
10. Click Close (X) on the Navigation Pane to close.
11. Press Esc to turn off Read Mode view and return to the Print Layout view.
12. Click the Web Layout button in the View tab. This view allows you to see the document
as a web page.
13. Click the Outline button, and notice the Outlining tab and the groups of commands that
appear for editing outlines.
14. Click the Close Outline View button.
15. Click the View tab, and then click the Draft view button. This view is typically used for
editing text.
16. Click the Print Layout view button to return the view of the document back to its default
setting.
17. Note that some of the View options buttons are also available on the status bar at the
. Click each button and compare the resulting
bottom right of your screen
views with the views you accessed from the View tab.
1.4.4
18. You can also adjust your screen to change the way the Ribbon displays. In the upperright corner, click the Ribbon Display Options
button.
19. Select Auto-hide Ribbon. The Ribbon is hidden to provide more document workspace.
How would you customize
the Ribbon?
20. Click the Ribbon Display Options
are shown.
button, and then select Show Tabs—only the tabs
21. To return the screen to its original settings, click the Ribbon Display Options
and select Show Tabs and Commands (see Figure 2-6).
button
Figure 2-6
Ribbon Display Options menu
PAUSE. LEAVE the document open to use in the next exercise.
Cross
Ref
Lesson 12 covers using Outline view in master documents.
Using Show Commands
The Show command group offers options for displaying various onscreen features that can help
you create, edit, and navigate your document. In this exercise, you display the ruler and gridlines.
You also use the Navigation Pane to browse by headings and by page and to search for text.
Rulers are measuring tools to align text, graphics, and other elements within a document. The
horizontal ruler can be used to change a document’s first-line indent, hanging indent, and left and
, hanging indent
, left
right indents. The markers display on the ruler as first-line indent
, and right indent
. Manual tab settings can be set on the horizontal ruler without
indent
launching the Tabs dialog box.
Gridlines provide a grid of vertical and horizontal lines that help you align graphics and other objects
in your documents. Gridlines are displayed only in Print Layout view and are non-printable objects.
Basic Editing
Cross
Ref
43
Tabs are discussed in greater detail in Lesson 4.
The Navigation Pane appears in the left side of the window when you select its check box in the
Show group. The Navigation Pane has three tabs. The first tab, Headings, displays the structure
of your document by levels based on the document’s headings styles. The second tab, Pages, displays thumbnails —tiny images of your document pages. The third tab, Results, displays a list of
search results when you have used the Navigation Pane’s search tool (marked by a search box and
magnifying glass icon) to look for particular text or objects in your document.
On the Results tab, the user can type text in the Search text box, and Word searches the document for every incident where the text occurs. Under the Results tab, a list appears with text or
objects found in the document in the order those elements appear in the document. For example,
the search results might indicate that the first instance of a word appears on page five, the next
instance appears on page eight, and so on. The text in the document appears highlighted in a light
yellow and the text is bolded in the Results tab.
You can also see the results of the search in other tabs. In the first tab, Headings, the section that
has the found instance appears highlighted in yellow. In the Pages tab, the thumbnail instances
found appear highlighted in a light yellow. To clear the search box, click the X in that box.
In this exercise, you learn to use Show commands. The Navigation Pane is discussed later in this lesson.
STEP BY STEP
Use Show Commands
USE the document that is open from the previous exercise.
1. In the Show command group, click the Ruler check box to insert a check mark and
activate the command. The horizontal and vertical rulers appear.
2. Click the Gridlines check box. A grid appears behind text on the page, as shown in
Figure 2-7.
Figure 2-7
Gridlines and rulers
Ruler and Gridlines
turned on
44
Lesson 2
3. Click the Gridlines check box to remove the check mark.
PAUSE. LEAVE the document open to use in the next exercise.
Using Zoom
The Zoom group of commands lets you zoom in to get a closer view of a page or zoom out to see
more of the document at a smaller size. These commands also enable you to determine how many
document pages Word displays within a single screen. Object Zoom is new in Read Mode and
allows you to zoom in on objects such as tables, charts, or images while in Read Mode. In Lesson
6, you practice using the Object Zoom. In this exercise, you use the Zoom commands to view one
or two pages; you also use the Zoom slider in the status bar to increase or decrease the size of the
displayed image.
Within the Zoom group, the Page Width button expands your document to fit the width of the
window. The Zoom button launches the Zoom dialog box, where you have more options for
zooming in and out. For instance, you can enter a specific number in the Percent box to modify
the view or view multiple pages. Similarly, in the Zoom to section, you can expand the document
by clicking a specific zoom amount up to 200%. The preview area shows how the document will
appear on screen. The Zoom slider can also be used to zoom in and out; this slider is located in the
bottom right of your screen on the status bar. The Zoom slider is also located in the Print screen
of Backstage.
STEP BY STEP
Use Zoom
USE the document that is open from the previous exercise.
1. Click the One Page button in the Zoom command group to display one entire page on
the screen.
2. Click the Multiple Pages button to switch to a display of multiple pages.
3. Click the Zoom
button. The Zoom dialog box appears, as shown in Figure 2-8.
Figure 2-8
Zoom dialog box
Zoom options
View multiple
pages icon
Preview area
4. Click the option button beside 200% in the Zoom to area of the dialog box, and then
click OK . The document image enlarges to twice its full size.
Take Note
To use the Many Pages option in the Zoom dialog box, hover over the thumbnails and click the
number of pages to display on the screen.
Basic Editing
45
5. Click the Zoom Out
button on the Zoom slider, which is located at the right end
of the status bar (see Figure 2-9). Each time you click the Zoom Out button, Word
decreases the size of the displayed portion of your document by 10%. Click until the
Zoom Out indicator displays 60% .
6. Click the Zoom In
Figure 2-9
Zoom out
Zoom Slider
button on the Zoom Slider, as shown in Figure 2-9. Zoom to 80% .
Zoom in
Clicking the percentage
will open the Zoom
dialog box
The Zoom In and Zoom Out
buttons on the Zoom slider
7. Drag the Zoom slider all the way to the left; Word reduces the document to thumbnail
size.
Another Way
You can also click
the percentage displayed to
the right of the Zoom slider to
open the Zoom dialog box.
1.4.2
How would you use the
Zoom command?
8. Now, in the Zoom command group on the View tab, click the Page Width button. The
document display expands to the width of the window.
9. Click the 100% button to return document to its normal size.
PAUSE. LEAVE the document open to use in the next exercise.
Changing Window Views
The commands in the Window command group enable you to open and arrange multiple document windows. In this exercise, you learn to manipulate your screen by creating a second document in a new window, arranging multiple open documents on one screen, splitting a single
document to view different parts, viewing multiple documents side by side, resetting window
positioning to divide the screen equally, and switching between windows.
The commands in the Window command group are as follows:
• The New Window button opens a new window displaying the current document; this window
shows the document name in the title bar followed by the number 2. Each new window you
open in the same document receives a chronologically numbered name. This feature allows you
to work in different places in your document.
• The Arrange All button displays two or more windows on the screen at the same time. This is
useful when comparing documents or when using information from multiple documents.
• The Split command divides one document window into two windows that scroll independently.
This enables you to view two parts of a single document at the same time.
• The View Side by Side button allows you to view two documents next to each other. When you
are viewing documents side by side, you can use the Synchronous Scrolling command to link
the scrolling of the two documents so that you move through both at the same time.
• The Reset Window Position button is used with the View Side by Side button, and when
viewing two documents side by side, the Reset Window Position button will position both documents equally on the screen.
• The Switch Windows button allows you to select which document will be the active document (the document that is ready for editing). The name of the active document appears on
the title bar.
On occasion, you might need to move a window out of the way without exiting the associated application. This is where the three buttons in the upper-right corner of the Word screen come in handy.
minimizes the window display—in other words, the window disappears
The Minimize button
returns a document to its preand is replaced with an icon on the Status task bar Restore button
closes the window.
vious size by minimizing or maximizing its display. Finally, the Close button
If you have only one Word document open, the close button will also close Word.
46
Lesson 2
STEP BY STEP
Change Window Views
USE the document that is open from the previous exercise.
1. In the Window command group, click the New Window button. A new window with
Star Bright Satellite Proposal:2 in the document title bar appears and becomes the
active document.
2. In the Window command group, click the Switch Windows button. A menu of open
windows appears, as shown in Figure 2-10.
Figure 2-10
Switch Windows button
and menu
3. In the Switch Windows drop-down menu, click Star Bright Satellite Proposal:1. The
original document becomes the active document.
Figure 2-11
4. Click the Arrange All button. Word displays the two windows, one above the other, on
your screen, as shown in Figure 2-11.
Two windows displayed using
the Arrange All command
Star Bright Satellite Proposal:1
Star Bright Satellite Proposal:2
5. Click the View Side by Side button to arrange the windows beside each other on the screen.
6. Note that Synchronous Scrolling is on by default. Place your insertion point on the
slider in the vertical scroll bar and press the left mouse button as you move the slider
up and down to scroll through the documents; notice that both scroll simultaneously.
7. Click anywhere in the Star Bright Satellite Proposal:2 document; this now becomes the
active document.
8. Click the Synchronous Scrolling button to turn off that feature. Place your insertion
point on the vertical scroll bar and scroll down; notice that the Star Bright Satellite
Proposal:2 document is now scrolling independently.
Basic Editing
1.4.5
9. Click the Close
47
button to close the Star Bright Satellite Proposal:2 document.
10. Click the Maximize button on the Star Bright Satellite Proposal document to fill the
screen.
How would you split the
window?
Figure 2-12
11. Click the Split button. Notice you now have a horizontal split bar. Drag the split bar
below the text Relocation Proposal and release the mouse button. Splitting your
document makes it easy to edit two different sections. The document window splits in
two and the Split button changes to a Remove Split button (see Figure 2-12).
Split window and Remove
Split button
Split bar
12. Click Remove Split .
button. The document minimizes to become an icon in the
13. Click the Minimize
Windows task bar at the bottom of the screen, and the desktop appears.
14. Hover your mouse over the Word icon in the task bar (as shown in Figure 2-13), and then
click the Star Bright Satellite Proposal document’s icon in the task bar to maximize the
document on the screen.
Figure 2-13
Document minimized
to task bar
PAUSE. LEAVE the document open to use in the next exercise.
48
Lesson 2
NAVIGATING AND SEARCHING THROUGH A DOCUMENT
The Bottom Line
As you already learned, the Navigation Pane contains commands for moving and searching
through a document. You also can use Find command options, the mouse, scroll bars, and various
keystroke and keyboard shortcut commands to navigate through Word documents. In this section, you practice using the mouse and scroll bar, keystroke commands, the Navigation Pane, and
a number of command group commands to move quickly through a document; search for specific
text, graphics, or other document elements; and remove or replace those elements.
Scroll bars allow a user to move up or down or side to side within a document. In Word, a vertical scroll bar appears on the right side of the document window, as shown in Figure 2-14; if the
document view is larger than the viewing area, a horizontal scroll bar also appears at the bottom
of the window to allow you to scroll left and right across the width of the document. You can click
the scroll buttons to move up or down one line at a time, or you can click and hold a scroll button
to scroll more quickly. You can also click and drag the scroll box to move through a document
even faster or just click the scroll box to see a ScreenTip displaying your position in the document.
Figure 2-14
Scroll button
Scroll bar, scroll box, and
scroll buttons
Scroll box
Scroll bar
Scroll button
Basic Editing
49
Using the Mouse and Scroll Bar to Navigate
Using the mouse in combination with the scroll bar is a simple way to scroll through a document.
STEP BY STEP
Use the Mouse and Scroll Bar to Navigate
USE the document that is open from the previous exercise.
1. Click the scroll down button to scroll down one line at a time.
2. Click and hold the scroll down button until you scroll all the way to the end of the document.
3. Drag the scroll box all the way to the top of the scroll bar; the view quickly scrolls to the
beginning of the document.
4. Position the mouse pointer on the scroll box. Click and hold to see a ScreenTip
identifying your current location in the document (see Figure 2-15).
Figure 2-15
Scroll box ScreenTip
Position mouse
pointer on scroll
box; click and
hold to see
Screen Tip
PAUSE. LEAVE the document open to use in the next exercise.
50
Lesson 2
Using Keystrokes to Navigate
The arrow keys and other keyboard commands can also help you move through a document.
STEP BY STEP
Use Keystrokes to Navigate
USE the document that is open from the previous exercise.
1. In the first line of the body of the document, position the insertion point before the S
in Star.
2. On the keyboard, press the Right arrow key to move the insertion point one character
to the right.
3. Press the Left arrow key to move one character to the left.
4. Press the Down arrow key to move down one line.
5. Press the End key to move to the end of the line.
6. Press the Page Down key to move down one screen.
7. Press the Ctrl1Home keys to move to the beginning of the document.
PAUSE. LEAVE the document open to use in the next exercise.
Table 2-2 lists these and other shortcut keys and keystroke commands you can use to navigate
through a document. Use Help to search for additional shortcuts.
Table 2-2
Keyboard shortcuts for
navigating a document
Shortcut Key
Related Move
Left arrow
One character to the left
Right arrow
One character to the right
Up arrow
Up one line
Down arrow
Down one line
End
To the end of the line
Home
To the beginning of the line
Page up
Up one screen
Page down
Down one screen
Ctrl1Page down
Down one page
Ctrl1Page up
Up one page
Ctrl1Home
To beginning of the document
Ctrl1End
To end of the document
Searching within a Document
Word’s Find command is now located in the Results tab on the Navigation Pane. You can open the
Navigation Pane in the Show group on the View tab, as well as by clicking the Find button on the
Home tab in the Editing group. By using the Navigation Pane, you can easily locate specific text,
graphics, objects, and equations within a document. The document contains highlighted text, and
the Results tab displays the results in bold. Word places the results in the order they appear in the
document. In this exercise, you learn to use the Navigation Pane to search for every occurrence of
a specific word within a document.
In the Home tab on the Editing group, the drop-down arrow by the Find button displays a menu
that contains the Find, Advanced Find, and Go To commands. The Find command opens the
Basic Editing
51
Navigation Pane with the Results tab active; the Advanced Find command opens the Find and
Replace dialog box with Find as the active tab; and the Go To command opens the same dialog
box with Go To as the active tab. In the Editing group, the Replace command opens the Find
and Replace dialog box with Replace as the active tab. The Select command provides options in
selecting text or objects.
To highlight every occurrence of a particular word or phrase in your document, you must
activate Advanced Find. To do so, click the drop-down arrow by the Search text box, as shown
in Figure 2-16, and then click Advanced Find . The Find and Replace dialog box opens. Within
the Find what box, type your desired word or phrase, and then click the drop-down arrow on the
Reading Highlight button and select Highlight All . When you close the Find and Replace dialog
box, each instance of your desired word or phrase is highlighted in the document. To clear all
occurrences of highlighted text, return to the Advanced Find options, click the Reading Highlight
button, and then select Clear Highlighting.
Figure 2-16
Navigation Pane displaying
additional options
The magnifier and drop-down
arrow displays additional
commands
Advanced Find opens the Find and
Replace dialog box with Find as
the active tab
Replace opens the Find and Replace
dialog box with Replace as the active
tab
Go To opens the Find and Replace
dialog box with Go To as the active
tab
STEP BY STEP
Use the Navigation Pane to Search for Text in a Document
USE the document that is open from the previous exercise.
1. Click the View tab, and then in the Show command group, click the Navigation Pane
check box. The Navigation Pane opens.
2. Type relocation in the Search text box; the text is highlighted in the document and
results are shown in the Headings, Pages, and Results tabs of the Navigation Pane.
52
Lesson 2
Another Way
To open the
Navigation Pane using the
keyboard, press Ctrl1F, or you
can click the Find drop-down
arrow in the Editing group on
the Home tab.
3. Click the third tab, Results. Note that the found text is bolded, and it appears in the
order of its occurrence in the document.
4. Click the first tab, Headings, and note the headings of sections that contain the found
text are highlighted.
5. Click the second tab, Pages, and note the highlighted found text in the thumbnails.
6. Click each thumbnail until you get to page 4.
7. Click the X in the Search text box to end your search. Word automatically returns to
page one.
8. Click the magnifying glass icon on the right side of the Navigation Pane box to open a
list of available Options.
9. From the Options list opened, click the Advanced Find command. The Find and Replace
dialog box opens.
10. The word “relocation” should be in the Find what text box; click the Find Next button.
Click Yes to return to the top of the document, if prompted.
11. Click the Reading Highlight button and select Highlight All to highlight all instances of
this word. Review each page.
12. Before closing the Find and Replace dialog box, remove the highlight from the text by
clicking the Reading Highlight button; and then Clear Highlighting (see Figure 2-17).
13. Click Close.
Figure 2-17
Reading Highlight
1.2.1
How would you search
for text?
Take Note
14. In the Show command group, click the Navigation Pane check box to turn off this pane.
To end your search, click the X in the text box.
15. SAVE the document as Star Bright Satellite Proposal 1 in the lesson folder of your flash
drive.
PAUSE. LEAVE the document open to use in the next exercise.
For more search options, click the More. . button in the Find and Replace dialog box. In
the Search Options area that appears, you can choose additional criteria to refine the search
process—for example, you can choose to match case or whole words only. You can also use
wildcard characters to find words or phrases that contain specific letters or combinations of
letters. Simply type a question mark (?) to represent a single character—for example, typing b?t
finds bat , bet , bit , and but . Similarly, type an asterisk (*) to represent a string of characters—for
example, m*t finds mat , moment , or even medium format .
Within the Find and Replace dialog box, you can click the Format button to find text with specific
formatting, such as a particular font, paragraph setting, or style. You can also click the Special
button to find special elements in a document, such as fields, footnote marks, or section breaks.
Basic Editing
53
Finding and Replacing Text in a Document
Located on the Home tab in the Editing group, the Replace command opens the Find and Replace dialog box. You can use the Replace command to replace one word or phrase with another.
You can also use the Find and Replace command to search for and replace formatting—such as a
specific font color, bolding, or italics. It is also possible to search for and replace special characters
and document elements such as page breaks and tabs. In this exercise, you learn to search for and
replace a word with a particular type of formatting.
STEP BY STEP
Replace Text in a Document
USE the document that is open from the previous exercise.
1. Place the insertion point at the beginning of the document by pressing Ctrl1Home.
2. Click the Home tab to make it active. In the Editing group, click the Replace button; the
Find and Replace dialog box opens.
3. Click the More > > button to review the options, and then click the < < Less button to hide
them.
4. In the Find what box, type Montgomery, Slade, and Parker. (If “relocation” appears in
the Find what box, select it and press Delete, and then type in the new search string.)
5. In the Replace with box, type Becker, Steele, and Castillo.
Another Way
To open the
Replace tab in the Find and
Replace dialog box using the
keyboard, press Ctrl1H.
6. Click Find Next. Word searches for the first occurrence of the phrase Montgomery,
Slade, and Parker and highlights it. Note: If Word does not find any matches, check the
spelling in the Find what text box.
7. Click Replace All. Word searches for all occurrences of the phrase Montgomery, Slade,
and Parker and replaces them with Becker, Steele, and Castillo. Word then displays a
message revealing how many replacements were made, as shown in Figure 2-18.
Figure 2-18
Find and Replace message
8. Click OK , and then click Close.
9. Position the insertion point at the beginning of the document.
10. Click the View tab; then, in the Show command group, click the Navigation Pane
check box.
11. In the Navigation Pane, click the drop-down arrow or magnifier so that the ScreenTip
displays Search for more things; then, click Replace to open the Find and Replace
dialog box.
12. In this next step, you reverse the search order. In the Find what text box, type Becker,
Steele, and Castillo ; then, in the Replace with text box, type Montgomery, Slade, and
Parker. Keep your insertion point in the Replace with text box.
13. Click the More >> button to expand the dialog box to include additional search and
replace options (see Figure 2-19).
14. Click the Format button and select Font from the drop-down list; the Replace Font
dialog box appears.
15. In the Font area, use the scroll bar to scroll to Garamond, and then click to select it.
16. In the Font Style area, select Bold Italic.
17. Select size 14.
18. Click the Font Color drop-down arrow, and then select Dark Red in the Standard Colors
and preview the results.
54
Lesson 2
19. Click OK . Below the Replace with text box, you see the format selections—refer to
Figure 2-19.
20. Click Replace All ; two replacements will be completed.
21. Click OK , and then click Close. Inspect your document and notice that the replacements
have been made with formatting changes.
Figure 2-19
Find and Replace dialog box
with Search Options
Replace formatting
<<Less button will
display less options
Options to control how
search will be conducted
Format button with
options to select
The Special command allows you to find/replace
one element with another
Removes formatting in the Find
what and Replace with text boxes
22. On the Navigation Pane, click the X, or on the Show command group, click the check
box for Navigation Pane to close.
23. Click the Show/Hide button to display the nonprinting characters.
24. To use the Advanced Search feature, click the Home tab, and in the Editing group, click
Replace.
25. Place the insertion point in the Find what text box, and select and delete any text in the
box by pressing Backspace or Delete.
26. Place your insertion point in the Replace with text box, select and delete any text in that
box by pressing Backspace or Delete and click the No Formatting button at the bottom
of the screen—this removes all formatting in the Replace with text box.
2.1.2
27. Place your insertion point in the Find what text box, and then click the Special button.
In the list of searchable elements that appears, click Section Break ; Word places the
characters (^b) in the text box.
28. Place your insertion point in the Replace with text box. Click the Special button.
How would you locate text
in a document?
2.2.2
29. Click Manual Page Break ; (^m) appears in the text box.
30. Click Find Next, and notice that Word highlights the first occurrence. Click Replace All.
Three replacements are made in the document and the document has Page Breaks
instead of Section Breaks.
31. Click OK , and then click Close to close the Find and Replace dialog box.
32. Review the page breaks in the document and leave the Show/Hide button on.
How would you use Find and
Replace to format text?
33. SAVE the document on your flash drive as Star Bright Satellite Proposal Update .
PAUSE. LEAVE the document open to use in the next exercise.
Basic Editing
Cross
Ref
Take Note
55
Section and manual breaks are covered in Lesson 5.
You can use the Find and Replace tool to replace specific punctuation within a document. For
instance, say you pressed the spacebar twice at the end of each sentence and you would like to
replace each set of two spaces with only one space. In the Find what text box, press the Spacebar
twice; then in the Replace with text box, press the Spacebar once and click the Replace All button.
Upon doing this, Word replaces all instances of double spacing with single spaces.
When replacing text, you can confirm each replacement to make sure it is correct by clicking
Replace instead of Replace All. Using the Find and Replace command assists you in finding text
and avoiding mistakes.
Troubleshooting
If you experience problems when using the Replace command to replace formatting or one
of the special elements, display the Find and Replace dialog box again. Review the Find what
text box for correct spelling or correct element. Below the Replace with text box is the Formatting to replace text. For instance, if you are replacing search text with a red color and
bold as the style, below the Replace with text box, you see Font: Bold, Font color: Red (refer
to Figure 2-19).
Using the Go To Command to Navigate a Long Document
In a longer document, you might want to move through the document more quickly than is possible
by scrolling. The Go To command provides a way to navigate through longer documents quickly.
In this exercise, you learn to use the Go To command to move through a lengthy document.
Using the Go To command jumps to a specific page, table, graphic, equation, or other item in your
document. To go to the next or previous item of the same type, leave the Enter box empty, and
then click Previous or Next. The Go To command is located in the Find and Replace dialog box.
STEP BY STEP
Use the Go To Command
USE the document that is open from the previous exercise.
1. On the Home tab, in the Editing group, click the drop-down arrow next to the Find
button, and then click Go To. The Go To tab of the Find and Replace dialog box is
displayed, as shown in Figure 2-20.
Figure 2-20
Go To tab
Additional
options to
select
Enter value in the box
Use scroll bar or
arrow to view
options
56
Lesson 2
Another Way
To open the Go To
tab in the Find and Replace
dialog box using the keyboard,
press Ctrl1G or press F5.
1.2.4
2. In the Go to what box, Page is selected by default. In the Enter page number box, type 4,
and then click Go To. The insertion point moves to page 4 of the document.
3. In the Go to what box, select Line. In the Enter line number box, type 10, and then click
Go To. The insertion point moves to line 10 in the document.
4. In the Go to what box, select Bookmark. In the Enter bookmark name box, Option_1
displays. Click Go To. The insertion point moves to the bookmark.
5. Click the drop-down arrow in the Enter bookmark name box and select Top, and then
click Go To. The insertion point is placed at the beginning of the document.
6. Click Close.
How would you Go To specific
places in a document?
PAUSE. LEAVE the document open to use in the next exercise.
Cross
Ref
Bookmarks and hyperlinks are described in Lesson 12. This is another way to navigate through a
document quickly.
Take Note
Word keeps track of where you typed or edited text. To go to a previous editing location in your
document, press Shift1F5. After saving your document in your computer, flash drive, or SkyDrive,
Word 2013 will remember where you left off in your document.
SELECTING, REPLACING, AND DELETING TEXT
The Bottom Line
Word offers a number of tools for selecting, deleting, and replacing text. You also can apply formatting to selected text. In this exercise, you use the mouse and keyboard to select text and delete
it or replace it with new text.
Selecting, Replacing, and Deleting Text
You can delete text in Word documents by pressing the Backspace key to delete characters to the
left of the insertion point, pressing the Delete key to delete characters to the right of the insertion
point, or selecting text and pressing either the Delete key or Backspace key. In this exercise, you
learn to select and delete text and to type in replacement text. You also practice using the Undo
and Redo buttons in the Quick Access Toolbar.
The multi-selection feature of Word enables you to select multiple text items that are not continuous. For example, to select every other line in a paragraph, select the first line, and then press and
hold the Ctrl key as you select the other lines by clicking the left mouse button.
To replace text in a Word document, simply select the text you want to replace, and then type new
text. To cancel a selection, click in any blank area of the document screen.
STEP BY STEP
Select, Replace, and Delete Text
USE the document that is open from the previous exercise.
1. Position your insertion point at the beginning of the first body paragraph, under the
Proposal Description heading. The insertion point is to the left of the S in Star. Click
and drag across until Star Bright Satellite Radio is selected.
2. Type SBSR. Star Bright Satellite Radio is replaced with SBSR.
3. In the first sentence of the first paragraph, position the insertion point after the word
streamline.
4. Press Backspace multiple times to delete the word streamline, and then type restructure.
5. Position the insertion point in the first paragraph. Triple-click the mouse to select the
entire first paragraph.
Basic Editing
57
6. Position the insertion point at the beginning of the first paragraph under Proposal
Description. To select multiple text, press and hold the Ctrl key and double-click every
other word on the first line beginning with SBSR. Every other word is now selected.
7. Click in a blank part of the page, such as the margin, to deselect the selected words.
8. Then place your insertion point at the beginning of the same paragraph, beginning
with SBSR is the nation’s leading. . . and click. Move the I-Beam pointer to the end of
the sentence (restructure operations ), press the Ctrl key, and click. The sentence is now
selected.
9. Press Backspace or Delete to delete the sentence.
10. Click the Undo
button in the Quick Access Toolbar to undo the action.
11. SAVE the document as Star Bright Satellite Proposal Second Update in the lesson
folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
When you position the mouse pointer to the left of the margin, it changes to a selection arrow that
enables you to click to select the entire line to the right of the pointer. You then can drag down to
continue selecting adjacent words, lines of text, or entire paragraphs. Table 2-3 lists this and other
techniques for selecting text with the mouse.
Table 2-3
Selecting text with the mouse
Another Way
The Select button
in the Editing command group
of the Home tab lets you select
all text in a document, or select
text with similar formatting.
Table 2-4
Selecting text with
the keyboard
To Select
Do This
Any amount of text
Click and drag across the text
A word
Double-click the word
A line
Click in the left margin with the mouse pointer
Multiple lines
Click and drag in the left margin
A sentence
Hold Ctrl and click anywhere in the sentence
A paragraph
Double-click in the left margin or triple-click in the paragraph
The entire document
Triple-click in the left margin
You also can use keyboard commands to select text. Table 2-4 shows various keyboard shortcuts
you can press to select text.
To Select
Key This
One character to the right
Shift1Right Arrow
One character to the left
Shift1Left Arrow
To the end of a word
Ctrl1Shift1Right Arrow
To the beginning of a word
Ctrl1Shift1Left Arrow
To the end of a line
Shift1End
To the beginning of a line
Shift1Home
To the end of a document
Ctrl1Shift1End
To the beginning of a document
Ctrl1Shift1Home
The entire document
Ctrl1A
To the end of a paragraph
Ctrl1Shift1Down Arrow
58
Lesson 2
CUTTING, COPYING, AND PASTING TEXT
The Bottom Line
It is often necessary to copy or remove text from one location in a document and place it in another. When you use the copy or cut command, the Clipboard stores the items for you to paste
in another location of the document or Office file. When you cut text, Word removes it from the
original location and places the deleted text in the Clipboard collection. When you copy text,
Word places a duplicate copy in the Clipboard. The Paste command then pastes text from the
Clipboard to a new location in either the original document or a new document. In this exercise,
you learn two different ways to copy and move text—using the Clipboard and using the mouse.
Entries placed in the Clipboard can be placed anywhere in a document by positioning the insertion point in the new location, and then selecting one of the three Paste options shown in
Table 2-5 and Figure 2-21.
Table 2-5
Paste option descriptions
Sample Item Placed
on Clipboard
How Item Displays
When Pasted
Keeps the selected text with
the original format, including
hyperlinks.
WILEY.COM
WILEY.COM
Merge formatting
If the text contains fonts of
different sizes and colors, the
paste produces black text with
Calibri (Body) 11-point formatting when in a new document
screen. If pasting in the same
document, the destination
formatting is used.
Paste
Paste
Keep text only
Regardless of its font, size, and
formatting, when pasted, the
text appears in 11-point Calibri
(Body).
College
College
Paste Option
Description
Keep source formatting
Figure 2-21
Paste options
Keep Source
Formatting
Keep Text Only
Merge Formatting
Copying and Moving Text with Clipboard Commands
The Clipboard enables you to cut or copy multiple items and paste them into any Office document. In
this exercise, you learn to use the Clipboard command group on the Home tab to copy and move text.
Collected items stay on the Clipboard until all Office programs are closed or you click the Clear
All button in the Clipboard task pane. The Clipboard holds up to 24 items and when another
Basic Editing
59
item is added, the first item is deleted from the Clipboard and the latest item is placed at the top
of the list. Each entry in the Clipboard includes an icon representing the source Office program
and a portion of copied text or a thumbnail of a copied graphic. By default, when text is selected,
a message appears on the status bar showing how many words are selected and the total number
of words in the document.
STEP BY STEP
Use the Clipboard to Copy and Move Text
USE the document that is open from the previous exercise.
1. Triple-click to select the second paragraph of the document under the Proposal
Description heading.
2. On the Home tab, in the Clipboard group, click the Cut button. When using the Cut or
Copy command, the item is automatically placed in the Clipboard.
3. Click to place the insertion point in front of the first character of the sentence that
begins “SBSR is the nation’s leading . . .”
4. Click the Clipboard command group dialog box launcher to display the Clipboard task pane.
5. In the list of cut and copied items, move your mouse pointer to the text you cut in step 2,
and click the drop-down arrow to produce the menu shown in Figure 2-22.
Figure 2-22
Clipboard task pane options
Task Pane Options
Close button
Paste All button
pastes all items
from the
Clipboard to the
document
24 items can be
placed on the
Clipboard
Another Way
To copy an item
to the Clipboard using the
keyboard, select the item, and
then press Ctrl1C. To cut a selected item using the keyboard,
press Ctrl1X. To paste the
item most recently collected on
the Clipboard, click to locate
the insertion point, and then
press Ctrl1V on the keyboard.
To produce a shortcut menu
containing Cut, Copy, and Paste
commands, right-click in the
document.
Options on how
to display the
Clipboard
Clear All erases
all items from the
Clipboard
60
Lesson 2
6. Click Paste to insert the text into the document in the new location.
7. Click the Close button on the Clipboard task pane.
PAUSE. LEAVE the document open to use in the next exercise.
Take Note
Your Clipboard task pane might look different depending on how many items have been collected.
The Options drop-down arrow at the bottom of the Clipboard task pane offers multiple options
for displaying the Clipboard. Table 2-6 describes these options.
Table 2-6
Options for displaying
the Clipboard
Option
Description
Show Office Clipboard
Automatically
Automatically displays the Clipboard when copying.
Show Office Clipboard When
Ctrl1C Pressed Twice
Automatically displays the Clipboard when you press Ctrl1C twice.
Collect Without Showing Office
Clipboard
The Clipboard is not displayed when copying or cutting text.
Show Office Clipboard Icon on
Taskbar
Displays the Clipboard icon in the status area of the system task bar
when the Clipboard is active. Turned on by default.
Show Status Near Taskbar When
Copying
Displays the “collected item” message when copying items to the
Clipboard. Turned on by default.
Using the Mouse to Copy or Move Text
To move a selection of text, use your mouse to drag and drop the selection in a new location. Hold
the Ctrl key while you drag to copy the text. When you are moving text by dragging, the pointer
shows a box, and when you are copying text by dragging, the pointer shows a box with a plus sign
(1). Text that you cut or copy using the mouse is not stored in the Clipboard collection. In this
section, you learn to use the mouse to copy or move text.
STEP BY STEP
Use the Mouse to Copy or Move Text
USE the document that is open from the previous exercise.
1. Select the second paragraph on the first page, beginning with “SBSR is the nation's
leading . . .”
2. Press the Ctrl key as you click, and then drag the selected paragraph and drop it above
the first paragraph on the first page. The pointer shows a plus sign (1) as you drag,
indicating that you are copying the selected text. The “SBSR is the nations’ leading . . .”
paragraph displays in the first and third paragraph.
2.1.3
How would you use the copy
and paste commands?
Troubleshooting
3. Select the third paragraph and press Delete.
4. SAVE the document as Star Bright Satellite Proposal Final Update in the lesson folder
on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
By default, drag-and-drop editing is turned on so that you can drag the pointer to move and
copy text. This option can be turned on or off in Backstage view. To do so, click the File tab,
and then click Options. Click Advanced and, under Editing options, select or clear the Allow
Text to Be Dragged and Dropped check box. (Advanced Word Options are covered in depth
in Lesson 14.)
Basic Editing
61
Removing Blank Paragraphs
As you create a document or review an existing document, it is good practice to remove extra
blank lines between paragraphs. In this section, you learn to remove blank paragraphs.
STEP BY STEP
Remove Blank Paragraphs
USE the document that is open from the previous exercise.
1. If necessary, enable the Show/Hide ( ¶ ).
2. In the first page after the second paragraph, place the insertion point at the beginning
of the paragraph mark and press Delete.
2.1.5
How would you remove
blank paragraphs?
3. On page two, remove the extra paragraph marks in the body text under the heading
Atlanta, GA by pressing Delete. Repeat these steps for page 3 to remove the extra
paragraph marks under the heading Dallas, TX and on page 4 under the heading
Richmond, VA .
4. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
CHANGING INFORMATION IN THE PROPERTIES
The Bottom Line
Backstage view enables you to access the properties to add information about the document, such
as the author’s name, subject, company, and much more. In this exercise, you learn two different
ways to add information to the properties.
Document properties identify the creator of the document, date the document was created, subject, category, and keywords that can be used to search for the document.
The Document Properties panel is displayed on the document screen, by accessing Info in the
Backstage, and then selecting Show Document Panel . The Show Document Panel displays the
Document Properties below the Ribbon. You can access the Advanced Properties by clicking
the drop-down arrow in the Document Properties, or you can open them through Backstage.
STEP BY STEP
Change Information in the Properties
USE the document that is open from the previous exercise.
1. Click File to open Backstage, and then click the drop-down arrow on the right-side of
Properties to view the options as shown in Figure 2-23.
Figure 2-23
Properties options
2. Click Show Document Panel. The Document Properties panel is displayed above the
document.
62
Lesson 2
3. Type the following information in the appropriate text box:
Author:
[Your Name]
Title:
Policies & Procedures
Subject:
Handbook
4. Click the drop-down arrow in the Document Properties located in the upper-left side of
the panel as shown in Figure 2-24.
Figure 2-24
Document Properties option to
open Advanced Properties
Advanced Properties
Location of file
Click to close
Document Properties
5. Click Advanced Properties to open the Properties dialog box, and then click the
Summary tab to make it active.
6. Add the following information to the appropriate text box:
1.4.6
How would you add
information to the document
properties?
Manager:
Aggie Becker
Company:
Star Bright Satellite Radio
Keywords:
policies, procedures, benefits (separate keywords with a comma)
7. Click OK to confirm the update made to the properties, and then close the Document
Panel by clicking the X.
8. SAVE the document in the lesson folder on your flash drive then CLOSE the document.
CLOSE Word.
SKILL SUMMARY
In This Lesson, You
Learned to:
Exam Objective
Objective Number
Change and Organize Document
Views
Change document views.
Customize the Ribbon.
Demonstrate how to use Zoom.
Split the window.
1.4.1
1.4.4
1.4.2
1.4.5
Navigate and Search through a
Document
Search for text within document.
Find and replace text.
Demonstrate how to use
Find and Replace to format text.
Demonstrate how to use Go To.
1.2.1
2.1.2
2.2.2
Cut, Copy, and Paste Text
Copy and paste text.
2.1.3
Remove Blank Paragraphs
Remove blank paragraphs.
2.1.5
Change Information in the
Properties
Add values to document
properties.
1.4.6
1.2.4
Select, Replace, and Delete Text
Basic Editing
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. Which Word feature enables you to select multiple pieces of text that are not next to
each other?
a. Multi-selection feature
b. Multi-task feature
c. Multi-select all text feature
d. Ctrl1A feature
2.
a.
b.
c.
d.
are reduced-size versions of images.
Thumb drives
Thumb documents
Thumbnails
Preview panes
3. The Advanced Properties allows you to add:
a. keywords.
b. category.
c. author’s name.
d. All of the above
4. In what view is Synchronous Scrolling active?
a. Split
b. Arrange All
c. New Window
d. View Side by Side
5. When Heading Styles have been applied to a document, the user has the option to
navigate through the document using which tab on the Navigation Pane?
a. Headings
b. Pages
c. Results
d. None of the above
6. Commands for replacing text with formatted text are located in the:
a. Find and Replace dialog box.
b. Advanced Find in the Navigation Pane.
c. Dialog box that opens when you press Ctrl + H.
d. All of the above
7. The keyboard shortcut for finding text is:
a. Ctrl1H.
b. Ctrl1F.
c. Ctrl1G.
d. Ctrl15.
8. The Replace command can be opened using:
a. the Find and Replace dialog box.
b. Ctrl1H.
c. Advanced Find in the Navigation Pane.
d. All of the above
9. Which wildcard would you use to find a single character?
a. ?
b. *
c. **
d. ??
10. The Go To command allows you to navigate by page, text, graphics, equations, or
tables by doing which of the following?
a. F5 shortcut key
b. Find and Replace dialog box
c. Ctrl1G
d. All of the above
63
64
Lesson 2
True/False
Circle “T“ if the statement is true or “F“ if the statement is false.
T F
1. The New Window command launches a new window that contains the current
document.
T F
2. By selecting text, the user has the ability to change the font or font size, bold,
and delete text.
T F
3. Read Mode view displays the document as it will look when printed.
T F
4. The Zoom slider is located in the View tab.
T F
5. The Synchronous Scrolling button is used when viewing documents side
by side.
T F
6. The Switch Windows command allows you to toggle between documents.
T F
7. Double-clicking a word in a document selects the word.
T F
8. When you type text in the search box while in the Navigation Pane, Word
identifies this text by bolding the results in the document.
T F
9. The Arrange All command places all open documents in a separate window on
the screen.
T F 10. You can use the Navigation Pane to search for words or phrases in a document.
Competency Assessment
Project 2-1: Updating a Sign
The Grand Street Coffee Shop places a sign on the door and near the order counter listing the
featured coffees of the day. You need to update today’s sign.
GET READY. LAUNCH Word if it is not already running.
1. Click Open Other Documents from the Recent screen.
2. Under the Open screen, click Computer, and then click Browse.
3. Click the location of the data files for this lesson.
4. Locate and open the Sign document.
5. Click the File tab, and then click Save As. In the File name box, type 2-1 New Sign .
6. Click Save.
7. Position the I-beam before the M in Morning Blend . Drag over the words to select
Morning Blend .
8. Type Grand Street Blend.
9. Click the Home tab. In the Editing group, click Replace.
10. Place the insertion point in the Find what text box and type Kona Blend.
11. Click in the Replace with text box and type Hawaiian Blend.
12. Click the More > > button.
13. Click the Format button and select Font.
14. In the Replace Font text box, click the scroll bar down arrow and select Comic Sans MS ;
for the Style, select Bold Italic ; for the font size, select 26 ; and for the font color, select
Dark Blue in the Standard Colors.
15. Click OK , and then click the < < Less button.
16. Click Find Next, and then click the Replace button.
17. Click OK , and then click Close.
Basic Editing
65
18. Position the I-beam before the T in Try Me and click to place the insertion point.
19. Type $2 and press the spacebar.
20. In the next line, double-click the word Mocha to select it.
21. Type White Chocolate.
22. In the Zoom group, click Page Width.
23. Click One Page.
24. Click the Save icon in the Quick Access Toolbar.
25. Click the File tab. Click Print, and then click the Print button. (Check with your instructor
before you print this document.)
26. Click the File tab and select Close.
PAUSE. LEAVE Word open for the next project.
Project 2-2: Editing a Job Description
Star Bright Satellite Radio is hiring. Edit the job description so that it can be sent to the human
resources department for processing and posting.
GET READY. LAUNCH Word if it is not already running.
1. Click the File tab and choose Open.
2. Click Computer, and then click Browse.
3. Navigate to location of the data files for this lesson. Locate and click Job Description
one time to select it.
4. Click Open.
5. Click the File tab, and then click Save As. In the File name box, type 2-2 Updated Job
Description.
6. In the second line of the document, position the I-beam before the D in Date and click
to place the insertion point.
7. Beginning at the D, click and drag down and to the right until Date Posted and the line
below it, 5/15/10 , is selected.
8. Press Backspace to delete both lines.
9. In the Duties & Responsibilities heading, position the insertion point before the & .
10. Press Shift + Right arrow to select & .
11. Type and. The & is replaced with the word and.
12. Position the mouse pointer in the left margin beside the line in the first bulleted list that
reads Define the web site’s look and feel. Click to select the line.
13. Press the Delete key to delete the line.
14. In the Education and/or Experience heading, position the I-beam to the right of the
letter r in or.
15. Press Backspace three times to delete the r, o, and /.
16. In the first line of the bulleted list that begins College degree required . . ., click to
position the insertion point after master’s degree.
17. Press the spacebar and type preferred.
18. Click the View tab. In the Zoom command group, click Zoom, click 75% , and click OK .
19. On the Zoom command group, click Page Width, and then click 100%.
20. SAVE the document in the lesson folder on your flash drive then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
66
Lesson 2
Proficiency Assessment
Project 2-3: Creating a Schedule
You are chair of the New Neighbor Welcoming Committee in your neighborhood. The group
meets monthly at a committee member’s house. A different committee member is responsible for
bringing refreshments to each meeting. Use Word to create a schedule to share with members, and
then view the document in different views.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Schedule from the data files for this lesson.
2. SAVE the file as 2-3 Updated Schedule in the lesson folder of your flash drive.
3. For the May 11 meeting details, beside Meeting place, type D. Lorenzo, 7501 Oak,
8 p.m. Beside refreshments , type S. Wilson.
4. The June 15 meeting details are R. Mason, 7620 Oak, 8 p.m., and J. Estes is bringing
the refreshments.
5. View the document in a New Window. Then click Switch Windows to display the
window ending in “:1”.
6. Click Web Layout, and then click Draft view.
7. Click the Split button, and reposition the split under the second title, Meeting and
Refreshment Schedule and review. Click Remove Split.
8. Return the document to Print Layout view.
9. Remove the blank paragraph located above January 7.
10. SAVE the document in the lesson folder on your flash drive then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Project 2-4: Copying and Pasting Text
In this exercise, you work with a document that you created in Project 1-5 and apply the skills that
you learned in this lesson. You also save the document in the Word 2013 format.
GET READY. LAUNCH Word if it is not already running.
1. OPEN 1-5 Thanksgiving Menu from your Lesson 1 folder.
2. SAVE the document as 2-4 Thanksgiving Menu in the lesson folder on your flash drive.
3. Follow the steps as listed under Menu, on the right side of the document.
4. SAVE the document in the lesson folder on your flash drive then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Mastery Assessment
Project 2-5: Fixing the Coffee Shop Menu
A co-worker at the Grand Street Coffee Shop has been working on a new menu for the coffee shop.
She asks you to take a look at it before she sends it to a graphic designer. You find the old menu file
and decide to compare the two.
Basic Editing
67
GET READY. LAUNCH Word if it is not already running.
1. OPEN Menu from the data files for this lesson.
2. OPEN Old Menu from the data files for this lesson.
3. View the two files side by side to compare them.
4. Find and insert the two items that are missing from the new menu.
5. Find and change five pricing errors on the new menu.
6. Delete the blank paragraph in the document.
7. SAVE the corrected menu as 2-5 New Menu in the lesson folder on your flash drive,
and then CLOSE the file.
8. CLOSE the Old Menu file.
PAUSE. LEAVE Word open for the next project.
Project 2-6: Creating a New Memo
You open a new memo that was created using one of Word’s template. In this project, you use the
copy and paste commands.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Business Memo from the data files for this lesson.
2. SAVE the file as a template and name it 2-6 Welcome Memo in the lesson folder on
your flash drive.
3. Select December 18, 20XX in the date placeholder.
4. Type the following information in the placeholders:
To: Dorothy Martinez
Ann Smith
Dell Najera
Patty James
From: Sara Wilson
Re: Planning Committee
5. Delete the CC placeholder.
6. OPEN the Welcome Memo document you created in Lesson 1.
7. Display both documents on your screen using the View Side by Side command.
Beginning with Thank you for volunteering to the end of the paragraph, copy to the
placeholder under Comments .
8. CLOSE the Welcome Memo document without saving.
9. SAVE the updated changes to the 2-6 Welcome Memo document in the lesson folder
on your flash drive, and then CLOSE the file.
STOP. CLOSE Word.
3 Character Formatting
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Formatting Characters Manually
Change font attributes.
2.2.1
Using the Format Painter
Demonstrate how to use Format Painter.
Highlight text selections.
2.2.3
2.2.8
Formatting Text with Styles
Add styles to text.
Modify existing style attributes.
2.2.9
2.2.11
Formatting Text with WordArt
Import Files.
Change text to WordArt.
Open non-native files directly in Word.
Open a PDF in Word for editing.
1.1.3
2.2.10
1.1.4
1.1.5
Removing Text Formatting
Clear existing formatting.
2.2.6
KEY TERMS
• character
• character styles
• font
• live preview
• monospaced
• paragraph styles
• point size
• proportional space
• sans serif
• Text Effects
• WordArt
68
© bowdenimages/iStockphoto
• serif
Character Formatting
69
With more than 20 million members and 2,600 facilities, the YMCA (“the Y”)
is the largest community service organization in the United States. Health
and fitness programs offered at the Y include group exercises for adults
and youth, family time, sports and recreation, and group interests for senior
citizens. The staff and volunteers at the Y need to create various types of documents for announcing and advertising programs throughout the year and
for organizing and registering members for participation in these programs.
Microsoft Word is a great tool for creating professional-looking documents
that will capture attention. In this lesson, you learn how to use character
© bowdenimages/iStockphoto
formatting to create professional-looking documents.
SOFTWARE ORIENTATION
The Font Group
As you learn to format text, it is important to become familiar with the Font group of
commands. The Font group, shown in Figure 3-1, is displayed in the Home tab of the
Ribbon.
Font
Size
Increase Font
Size
Decrease Font
Size
Font
Change Case
Clear Formatting
Bold
Italic Underline
Subscript
Superscript
Text Highlight
Color
Text Effects
Font Color
Strikethrough
Figure 3-1
The Font group
The Font group contains commands for changing the appearance of text. Characters can
have a specific font, font size, text color, text highlight, and shadow/glow. Refer to Figure 3-1
throughout this lesson as well as the rest of the book.
70
Lesson 3
FORMATTING CHARACTERS MANUALLY
The Bottom Line
Formatting characters makes your text more noticeable and eye-catching and can visibly change
the look of the document. Selecting the right font for your document is important because you
want to make it readable.
Changing Fonts and Font Sizes
A character is any single letter, number, symbol, or punctuation mark. When formatting a character, you use a font to change the text appearance. A font is the same as a typeface that applies
a style to characters. Each font has a unique name, such as Times New Roman, Garamond, or
Arial. The default font for Word is Calibri. Microsoft Word has a variety of fonts and font sizes
to help you communicate your intended message in a document. If you want your document to
grab attention, select an appropriate font that makes the document readable. In this exercise, you
use commands from the Font command group and the Mini toolbar to apply a specific font and
font size to selected text.
Font sizes are measured in points. Point size refers to the height of characters, with one point
equaling approximately 1⁄ 72 of an inch. Point sizes range from the very small 8-point size to 72
points or higher. Below are a few examples of fonts and sizes.
This is an example of Garamond 10 point.
This is an example of Arial 14 point.
This is an example of Comic Sans MS 14 point.
The Font group in the Home tab contains menus for changing both typeface and font size. Selecting text allows you to access the same commands using the Mini toolbar or by right-clicking to
access a shortcut menu, which opens the Font dialog box. To change typeface or size using any of
these tools, you first must select the text.
Another way to change the size of text is to select the text and click the Increase Font Size
button to decrease the size.
button to increase the font size or the Decrease Font Size
STEP BY STEP
Change Fonts and Font Sizes
GET READY. Before you begin these steps, be sure to LAUNCH Microsoft Word.
1. Locate and open the file named Class Descriptions .
2. Within the document, select the first line.
3. In the Font group of the Home tab, click the Font drop-down arrow to display the Font
menu. The menu appears, as shown in Figure 3-2. The first line is formatted with the
Theme Font, Calibri.
Character Formatting
Figure 3-2
71
The drop-down arrow
will produce Font menu
Font menu
Scroll bar or scroll buttons will
show additional fonts
4. Scroll down the list and position the mouse pointer on Century Gothic. Notice that as
you point to each font in the list, the selected text changes with a live preview of what
it would look like in that font.
5. Click Century Gothic.
6. With the text still selected, click the drop-down arrow on the Font Size menu. The menu
appears, as shown in Figure 3-3.
Figure 3-3
Font Size menu
Drop-down arrow
will produce Font sizes
72
Lesson 3
7. Click 18.
8. Select Group Exercise Class Descriptions.
9. Click the drop-down arrow to open the Font menu, and then select Gungsuh. You can
save time by typing the font name in the Font box.
10. With the text still selected, open the Font Size menu and select 16.
11. Select the remainder of the text in the document.
12. Point to the selected text to display the Mini toolbar. If you accidently deselect the text,
select the text again to display the Mini toolbar.
13. Click the drop-down arrow on the Font menu on the Mini toolbar and choose
Constantia (see Figure 3-4). Word displays one font at a time in the Font text box.
When you continue to change the font, you see a listing of recently used fonts.
Figure 3-4
Font menu on the Mini toolbar
The Font menu displays by clicking on the
drop-down arrow on the Mini toolbar
Mini toolbar contains
some commands from
the Font, Paragraph,
and Styles group
14. With text still selected, click the Font Size menu on the Mini toolbar and choose 12 .
15. Click in a blank area of the document to deselect.
16. Select Preston Creek Family YMCA . In the Font group, click the Increase Font Size
button once to increase the size of the text.
Another Way
Open the Font
dialog box by clicking on the
dialog box launcher on the
Font group. You can also rightclick the selected text, and
press Ctrl1Shift1F, or Ctrl1D.
Take Note
button three more times until the point size is 26.
17. Click the Increase Font Size
Notice that each time you click the button, the number in the Font Size text box
changes.
18. Click in a blank area of the document to deselect.
19. SAVE the document as Classes in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Courier New is an example of a monospaced font, which means proportional space take up the
same amount of horizontal space. Times New Roman is an example of a proportional font, because
the horizontal spacing varies. There are two types of proportional fonts, serif and sans serif. Serif fonts
have small lines at the beginning and end of characters and are usually used with large amounts of
text. A sans serif font is one that does not have the small line extensions on its characters. Times New
Roman and Courier New are examples of serif fonts, whereas Arial and Calibri are sans serif fonts.
Character Formatting
73
Applying Character Attributes
In addition to changing the font and font size of text, you can change the appearance of
characters to apply emphasis to text. In this exercise, you learn how to apply character attributes such as bolding, italics, underlining, font colors, and effects to selected text in Word
documents.
The Font group in the Home tab includes the commands for applying bold, italic, and underline
attributes to draw attention to words or phrases in your document. You can use these attributes
one at a time, such as Bold, or together, such as Bold Underline. Select the text to apply one
or more of the character attributes using the Font command group or the Mini toolbar. To open
the Font dialog box use one of the keyboard shortcuts, such as Ctrl1D, or right-click the selection
to access a shortcut menu.
Click the Font command group dialog box launcher to open the Font dialog box for more options
to format characters. In this dialog box, you can specify a font color, underline style, and a variety
of other effects, such as small caps, strikethrough, superscript, and shadow.
add a distinctive appearance to selected text, such as outline, shadow, glow,
Text Effects
and reflection. To add Text Effects to selected text, click the drop-down arrow on the Text
Effects button, and then select from the available options on the menu. You can also access
the Text Effects by opening the Font dialog box. At the end of the lesson, you learn to remove
effects by selecting the affected text, and then clicking the Clear Formatting button on the Font
group.
STEP BY STEP
Apply Character Attributes
USE the document that is open from the previous exercise.
Another Way
You also can select
text, and then press the keyboard shortcut Ctrl1B to apply
bolding.
1. Select the title of the document, Preston Creek Family YMCA .
2. In the Font command group, click the Bold
Font group is now selected.
3. Select the subtitle, Group Exercise Class Descriptions, and click the Italic
The Italics button appears highlighted.
4. Select Active Older Adults and click the Bold
Another Way
You also can use
the keyboard shortcut Ctrl1I to
apply italics to selected text.
Another Way
You can also use
the keyboard shortcut Ctrl1U
to apply underlining to selected
text.
button. Notice that the Bold button in the
5. With the text still selected, click the Underline
button.
button on the Mini toolbar.
button on the Mini toolbar.
button
6. With the text still selected, click the drop-down arrow beside the Underline
in the Font group. A menu of underlining choices appears, as shown in Figure 3-5.
7. Hover over each option to see how the selected text will appear, and then click Thick
Underline, the third line down in the menu. Before you click, a ScreenTip displays Thick
Underline.
74
Lesson 3
Figure 3-5
Drop-down arrow produces
the Underline menu
Underline menu
Clicking on More Underlines
will display the Font dialog box
The color palette provides
options to change the color of the underline
8. Select the title, Preston Creek Family YMCA . In the Font group, click the dialog box
launcher. The Font dialog box appears, as shown in Figure 3-6.
Figure 3-6
Font
Font Style
Font Size
Font dialog box
Font
Color
Underline Color
Effects
Preview
Set As Default:
Default settings
can be changed here
Underline style
Text Effects opens Format
Text Effects dialog box
Character Formatting
75
9. In the Effects section, click the All Caps check box to insert a check mark. Review the
Preview area and notice how the text is now in all caps.
10. Click the drop-down arrow on the Font Color menu. A menu of colors appears.
11. A ScreenTip appears when you place your insertion point over the colors; click Aqua,
Accent 5, Darker 50% from the Theme Colors section at the top.
12. Click OK .
13. With the text still selected, click the Text Effects drop-down arrow in the Font group.
14. Hover over each of the options, and then select Fill – White, Outline - Accent 1, Shadow,
as shown in Figure 3-7. Applying the Text Effects to the selected text changes it back to
the original capitalization.
Figure 3-7
Text Effects drop-down arrow
The Text Effects drop-down
arrow produces a menu
Text Effects gallery with
additional options
15. With the title text still selected, right-click to access the shortcut menu, and then select
Font. Click the Text Effects button to open the Format Text Effects dialog box. Notice
and Text Effects . You can
that you have two options to select: Text Fill & Outline
access the command to display additional options by clicking on the icon or Expand
button.
16. Click the Expand
button by the Text Fill command (see Figure 3-8).
76
Lesson 3
Figure 3-8
Text Fill & Outline
icon
Format Text Effects dialog box
Text Effects
icon
Commands with
additional options
17. Select the Gradient fill option button, and then click the drop-down arrow by the Preset
gradients and select Medium Gradient – Accent 2 .
18. Click the drop-down arrow to change the Direction and select Linear Diagonal – Top
Right to Bottom Left . The Angle changed from 270º to 135º. The position of the
gradient can be changed by using the Gradient stop s slider. Position the middle slider
to 26% by dragging the slider to the left or decreasing the percentage by clicking the
down arrow key by the Position command.
2.2.1
How would you change font
attributes?
19. Click OK to close the Format Text Effects dialog box, and then click OK to close the Font
dialog box. Review the changes you made to the heading.
20. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Changing Case
When you need to change the case (capitalization) of text, Word provides several options and an
easy way to choose the one you want. For instance, if you accidently press the caps key on the keyboard and didn’t realize it until you typed two paragraphs in your document, you can easily use
the Change Case command to fi x this problem without having to retype the paragraphs. In this
exercise, you learn to use the commands in Word’s Change Case menu to change capitalization.
The Change Case menu in the Font group has five options for changing the capitalization
of text:
• Sentence case: Capitalizes the first word in each sentence
• lowercase: Changes all characters to lowercase
• UPPERCASE: Changes all characters to capital letters
• Capitalize Each Word: Capitalizes the first character of each word
• tOGGLE cASE: Changes each character to its opposite case
Character Formatting
STEP BY STEP
77
Change Case
USE the document that is open from the previous exercise.
1. Select the title, Preston Creek Family YMCA . In the Font group, click the Change Case
button. A menu of case options appears, as shown in Figure 3-9.
Figure 3-9
Change Case menu
Change Case menu displays by clicking
on the drop-down arrow
2. Click UPPERCASE . All letters are capitalized.
3. With the text still selected, click the Change Case button again and select lowercase.
4. With the text still selected, click the Change Case button again, and then click
Capitalize Each Word.
5. Select YMCA . Click the Change Case button again and choose UPPERCASE .
6. Click in a blank area of the document to deselect the text.
7. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Highlighting Text
The Highlighting tool in the Font group enables you to apply a highlighting color across text to
stress the importance of that text and draw attention to it quickly. For example, you mark your
textbook with a yellow highlighter marker to mark its importance in the book. In this exercise, you
learn to use the Text Highlighting feature in Word 2013 to add highlighting color to selected text.
To highlight text, first select the text you want to emphasize, click the Text Highlight Color button
in the Font group, and select the color of your choice. To remove highlighting, select the highlighted text and choose No Color from the Text Highlight Color menu.
STEP BY STEP
Highlight Text
USE the document that is open from the previous exercise.
1. Under the Core Express heading in your document, select the last sentence, “This new
class is open to all fitness levels! ”
2. In the Font group, click the Text Highlight Color
highlighted in the default color yellow.
button. The text automatically is
3. Select the text you highlighted in step 1.
4. Click the drop-down arrow beside the Text Highlight Color
colors appears, as shown in Figure 3-10.
button. A menu of
78
Lesson 3
Figure 3-10
Text Highlight Color menu
Text Highlight Color button
Selecting No Color will
remove Text Highlight Color
on selected text
5. Click dark blue (which might be the second color in the second row of the menu).
Notice the highlight color in the text is too dark and you cannot see the text. To solve
this problem, you change the Font Color to a lighter color.
2.2.8
How would you highlight
text?
Cross
Ref
6. Select the text again. Click the Text Highlight Color button again. To remove the
highlight color, select No Color.
7. Select the text again and apply the yellow highlight color.
8. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
In Lesson 2, you learned to select text using different methods. To select multiple areas of text,
press Ctrl and select the text.
USING THE FORMAT PAINTER
The Bottom Line
To format your text so that it has the look and feel you want, you might need to copy existing formatting. The Format Painter helps you copy formats to use in other areas of the document without
having to repeat the same steps.
Using the Format Painter
The Format Painter command is located in the Clipboard group on the Home tab. It is used to
copy attributes and other formatting from one block of text and apply them to other selected text
within the document. When you activate Format Painter, the mouse pointer becomes a paintbrush. Clicking once on the Format Painter button enables you to copy and apply the format once;
double-clicking allows you to apply the copied format to as many locations as you want. In this
exercise, you learn to use the Format Painter to copy and apply formatting to selected text.
STEP BY STEP
Use the Format Painter
USE the document that is open from the previous exercise.
1. Select the Active Older Adults heading.
button once;
2. On the Home tab, in the Clipboard group, click the Format Painter
Format Painter copies the formatting from your selected text, and the pointer changes
to a paintbrush icon when you point to text.
3. Use the paintbrush pointer to select the next heading, Boot Camp. The copied format is
applied, and the Format Painter is turned off.
Character Formatting
2.2.3
How would you apply
formats with the Format
Painter?
79
4. With Boot Camp still selected, double-click the Format Painter
button. Notice the
status bar message “Select content to apply the copied formatting, or press Esc to
cancel.” Notice also that the mouse pointer becomes a paintbrush icon when you place
it over text. You will now be able to apply the same formatting to several items in the
document.
5. Select the next heading, Cardio Combo. The copied format is applied.
6. Select the next heading, Cardio Kickboxing. The copied format is applied again.
Another Way
The Format Painter
button is also available on the
Mini toolbar.
7. Select the remaining headings using the method you learned to select multiple text by
pressing Ctrl and then click the text to apply the copied format.
8. When you are finished with the last heading, click the Format Painter button to turn it
off or press the ESC key.
9. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
FORMATTING TEXT WITH STYLES
The Bottom Line
Word provides predefined styles for formatting documents instantly with a number of characters
and paragraphs attributes. Modifications can be made to existing styles, or new styles can be created and placed in the Styles gallery, current document, or template. In this exercise, you learn to
apply a style and to modify an existing style.
The Styles pane lists the same Styles displayed in the Styles gallery. When you point to a style in
the list, a ScreenTip displays the style’s properties.
There are two types of styles: paragraph styles and character styles. Styles created for paragraphs
are marked in the Styles pane by a paragraph mark to the right of the style name. When you
choose paragraph styles, the formats are applied instantly to all text in the paragraph where the
insertion point is located, whether or not that text is selected. In the Styles group, the paragraph
mark is visible by the style name.
Character styles are applied to individual characters or words that you select. Character styles
have a lowercase letter a beside them. You can see the lowercase letter a in the Styles gallery by
launching the dialog box or by pressing Alt1Ctrl1Shift1S .
Sometimes, a style can be used for either selected paragraphs or characters. These linked styles
have a paragraph symbol as well as a lowercase a beside them. Select the text to which you want
to apply a linked style.
In Lesson 2, you learn to view a document with the Navigation Pane using one of the three tabs.
When you apply a style to a document, such as in headings, you are able to search through your
document quickly.
Applying Styles
In this exercise, you learn to use Word’s Styles to apply paragraph styles and character styles to
selected text and paragraphs to create a uniform and polished look within your document.
STEP BY STEP
Apply a Style
USE the document that is open from the previous exercise.
1. Select the Active Older Adults heading. In the Styles command group on the Home tab,
click Heading 1. The style is applied to the heading.
2. Use multi-selection to select all the headings, and then click Heading 1. The Heading 1
style is applied to all the remaining headings.
80
Lesson 3
3. In the second sentence of the Active Older Adults description, select low-impact. In
the Styles group, click the dialog box launcher. The Styles pane appears, as shown in
Figure 3-11.
Figure 3-11
Option to Move, Size, and Close
Styles pane
Close button
Indicates a Paragraph Style
Indicates a Character Style
Show Preview displays the
appearance of the Style
Disable Link
Options link opens
the Style Pane Options
dialog box
New Style button
Style Inspector Manage Styles
button
button
4. Point to Subtle Emphasis in the Styles list. Notice a ScreenTip appears with the
defaults for this style. Click Subtle Emphasis. The style is applied to the selected text.
5. In the Boot Camp description, select challenging and click Subtle Emphasis in the
Styles pane.
6. In the Core Express description, select strengthen and click Subtle Emphasis in the
Styles pane.
7. In the Indoor Cycling description, select high-energy and click Subtle Emphasis in the
Styles pane.
8. In the Yoga description, select breathing and relaxation and click Subtle Emphasis in
the Styles pane. Deselect the text. Click the X to close the Styles pane.
9. Open the Navigation Pane and practice browsing through the document using the
Headings tab. Then, close the Navigation Pane.
10. SAVE the document in the lesson folder on your flash drive.
2.2.9
PAUSE. LEAVE the document open to use in the next exercise.
How would you apply styles
to text?
Modifying Styles
You can make modifications to an existing style using the Modify Style dialog box. Word also
gives you the option of where to place changes made to styles, such as adding them to the Styles
gallery, current document, or applying them to new documents based on a template. In this exercise, you learn to use the Modify Style options to modify styles in Word.
Character Formatting
81
To change an existing style, right-click the style’s name in the Style gallery or the Style window,
and then click Modify. The Modify Style dialog box is opened, as shown in Figure 3-13. Character
button, Italics
button, and the
attributes can be applied to a style by clicking on the Bold
button. Similarly, clicking the drop-down arrow for Font and Font Size allows you
Underline
to adjust both of these settings.
The Modify Style dialog box has options for where to place the new modified style. The modified
style can be placed on the Style gallery so you can access it quickly. Selecting the option to save the
style Only in this document affects only the current document. Selecting the option for New documents based on this template ensures that the same style is applied. For instance, say you are writing a group research paper and would like uniformity for the paper. Providing everyone within
the group with a copy of the template ensures consistency in the formatting of the paper, and all
styles within the document update automatically.
STEP BY STEP
Modify Styles
USE the document that is open from the previous exercise.
1. In the Styles group, click the dialog box launcher to display the Styles pane.
2. Right-click Subtle Emphasis to display the Subtle Emphasis menu or click the dropdown arrow, as shown in Figure 3-12.
Figure 3-12
Subtle Emphasis menu
The drop-down
arrow produces additional
options to work with styles
3. Click Modify. The Modify Style dialog box appears, as shown in Figure 3-13.
4. Click the Bold button.
5. Click the Font Color drop-down arrow, and then select Dark Red in the Standard Colors
section. Notice the preview in the dialog box changes.
6. Click the Add to the Styles gallery check box to clear it. The modifications you just
made apply to this document and will not appear on the Style list.
82
Lesson 3
Figure 3-13
Modify Style dialog box
displaying Subtle Emphasis
Existing Style name
appears in text box
Character Attribute
Font Size menu
Font menu
Alignments will display
when working with
Paragraph Style type
Font Color
Preview area
Options to select where
style will be placed; in
Style gallery, document
or from a template
Format options
7. Click the Format button, and then select Font. The Font dialog box opens to give you
more options.
8. In the Effects section, add a check mark to Small caps.
9. Click OK to close the Font dialog box.
10. Click OK to close the Modify Style dialog box. Notice how the text with the Subtle
Emphasis style automatically changes to the modification you just completed.
11. Close the Styles pane by clicking the X.
12. In the Styles group, right-click Heading 1 from the gallery to display the Heading 1
menu, and then click Modify.
13. In the Modify Style dialog box, click the Font Color drop-down arrow and choose Red,
Accent 2, Darker 50% .
14. Click the Font Size drop-down arrow and select 18.
15. Click the Add to the Styles gallery check box to clear the check mark. The modifications
made apply to this document and will not appear on the Style list.
2.2.11
16. Click OK . All the headings with the Heading 1 style update automatically to the new
color and size.
17. SAVE the document in the lesson folder on your flash drive.
How would you modify an
existing style attribute?
PAUSE. LEAVE the document open to use in the next exercise.
Character Formatting
83
FORMATTING TEXT WITH WORDART
The Bottom Line
Word provides attractive and enhancing effects to text. WordArt has special effects that you can
apply to your text to make it noticeable.
Formatting Text with WordArt
WordArt is a feature that creates decorative effects with text. For instance, you can apply effects to
the text by adding shadow, reflection, glow, soft edges, bevel, or 3-D rotation. As you begin working with WordArt, the Drawing Tools Format tab appears and allows you to format the WordArt
by adding special effects.
Inserting WordArt
WordArt has been enhanced for Word 2013 with more vibrant colors and shapes and a gallery
of text styles. When you insert a WordArt object, the Drawing Tools Format tab opens. In this
exercise, you learn to insert WordArt in a document.
STEP BY STEP
Insert WordArt
USE the document that is open from the previous exercise.
1. Select Preston Creek Family YMCA .
2. Click the Insert tab and, in the Text group, click the WordArt button to display the menu
as shown in Figure 3-14.
Figure 3-14
WordArt menu
3. In the WordArt gallery, select Fill – Red, Accent 2, Outline – Accent 2. The text is now
formatted as WordArt and the Drawing Tools Format tab opens.
4. A box appears around the WordArt; select the heading and change the font size to
28 pt on the Home tab. Notice the word Group moved up one line.
5. Place your insertion point along the box outline until it changes to the move
command—four arrows. Press the left mouse button to select the box, and drag the
box to the horizontal center until the word Group moves to the second line. As you
resize or move a heading, the text that surrounds the box automatically moves.
6. Select the heading text again. In the WordArt Styles group on the Drawing Tools tab,
select the drop-down arrow by Text Outline
and select No Outline. This action
Format removes the outline in the text.
7. Click the Text Fill
drop-down arrow and select Red, Accent 2 .
8. Select Text Effects, and then click Transform. Refer to Figure 3-15.
84
Lesson 3
Figure 3-15
Transform Options
9. Hover over the options under the Warp section—see how your text changes with live
preview. Select Double Wave 1.
2.2.10
10. SAVE the document in the lesson folder on your flash drive then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
How would you apply
WordArt to text?
Formatting Existing Documents in Other File Formats
1.1.3
How do you import a
PDF file?
Take Note
STEP BY STEP
Word 2013 can edit, format, and save a PDF document. You can also open, edit, and save documents that were saved in another type of file format, such as RTF and TXT. Each document
contains properties, and you can determine what to share—more about sharing and excluding
content is discussed in Lesson 13. In Lesson 1 you learned to export a document as a PDF document. In this exercise, you learn to import a PDF file, apply formatting, and save as a PDF file.
Importing documents that were saved in other file formats, such as PDF, enables you to edit the
document and save it as a PDF or in Word 2013 format.
Import a PDF File and Apply Formatting
GET READY. OPEN Word if it is not already running.
1. From within Word, OPEN the Tech Terrace 3.pdf file from the data files for this lesson.
A prompt appears stating, “Word will now convert your PDF to an editable document.”
Refer to Figure 3-16.
Character Formatting
85
2. Click OK . By opening the PDF document, you have imported the document into Word.
The Ribbon is now active and you can begin applying formatting to the document.
Figure 3-16
Convert PDF file prompt
3. Select the whole document by pressing Ctrl A, and then change the Font to Times New
Roman and Size to 12 pt. You can also select text from the Editing group on the Home tab.
1.1.4
How do you open a file
from a different file format?
4. In the first paragraph, select Tech Terrace Real Estate, and then format the text with
Bold, Italics, Dark Red text color, and Small caps.
5. In the first paragraph, select sold, renovated, appraised, leased, and managed and
format by italicizing and bolding and changing the color to Blue-Gray, Text 2 .
6. Save As a PDF file in your flash drive and change the filename to Tech Terrace Update.
pdf. The new document opens in a new window. Notice the file contains the updated
formatting changes.
1.1.5
How would you edit a
PDF file?
Cross
Ref
7. To close the window, press ALT + F4. Click to return to the Word screen.
8. CLOSE the file. If a prompt appears to confirm saving the changes to the Tech Terrace
3.docx file, click Don’t Save.
PAUSE. LEAVE Word open for the next exercise.
Refer to Lesson 13 for more information about PDF document properties.
REMOVING TEXT FORMATTING
The Bottom Line
When you are formatting documents, sometimes you need to try a few different options before you get the appearance you want. Clearing unwanted formatting is easy using Word’s Clear
Formatting button.
Using the Clear Formatting Button
The Clear Formatting button is located in the Font group and the Styles gallery. In this exercise,
you learn to use the Clear Formatting button.
STEP BY STEP
Use the Clear Formatting Button
OPEN the Classes document from the lesson folder. Remember that this is a file you
saved earlier.
1. Select Active Older Adults. In the Font group, click Clear Formatting
formatting is removed and the text returns to the default font, Calibri.
. The
2. Select Boot Camp. In the Styles group, click the More drop-down arrow, and then click
Clear Formatting. The formatting is removed.
2.2.6
How would you remove
formatting in a document?
3. Press and hold Ctrl and select Cardio Combo ; continue to hold the Ctrl key to select
the remaining headings, and then click the Clear Formatting button in the Font group.
(By holding the Ctrl key, you can use multi-selection to select noncontiguous text.)
Deselect all text.
4. SAVE the document as Classes 2 in the lesson folder on your flash drive.
CLOSE Word.
86
Lesson 3
Cross
Ref
Refer to Lesson 2 for more information about multi-selection.
SKILL SUMMARY
In This Lesson, You Learned To:
Exam Objective
Objective
Number
Format Characters Manually
Change font attributes.
2.2.1
Use the Format Painter
Demonstrate how to use Format Painter.
Highlight text selections.
2.2.3
2.2.8
Format Text with Styles
Add styles to text.
Modify existing style attributes.
2.2.9
2.2.11
Format Text with WordArt
Import Files.
Change text to WordArt.
Open non-native files directly in Word.
Open a PDF in Word for editing.
1.1.3
2.2.10
1.1.4
1.1.5
Remove Text Formatting
Clear existing formatting.
2.2.6
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. When measuring point size, one point is equal to a character height of:
a. 1/10 of an inch.
b. 1/12 of an inch.
c. 1/72 of an inch.
d. 1/18 of an inch.
2. The Underline drop-down menu in the Font group contains options to underline
selected text with a:
a. thick underline.
b. double underline.
c. dotted underline.
d. All of the above
3. A
a.
b.
c.
d.
is a typeface that applies a style to characters.
point size
font
paragraph style
Both a and b
4. If you type a paragraph in uppercase and need to change it to sentence case without
having to retype the paragraph, which option would you use?
a. Change Case
b. Change Size of Case
c. Sentence Case
d. Toggle Case
5. Opening the Modify Style dialog box allows you to:
a. change formatting.
b. change the alignment.
c. change the line spacing.
d. All of the above
6. The
lets you copy the format of text and apply those attributes to different text.
a. Formatter
b. Copy Special
Character Formatting
87
c. Format Painter
d. Both a and b
7. The
feature removes all formatting from the selected text.
a. Formatting Cleared
b. Erase Formatting
c. Remove Formatting
d. Clear Formatting
8. Tiny lines at the ends of characters are known as:
a. serifs.
b. sans serifs.
c. monospaces.
d. proportional lines.
9. To increase the point size of selected text, click the:
a. Increase Font button.
b. Increase Font Size button.
c. Enlarge Font button.
d. Enhance Font button.
10. Changing the font and font size of selected text can be completed using:
a. the Font dialog box.
b. the Mini toolbar.
c. the Font group of the Home tab.
d. All of the above
True/False
Circle T if the statement is true or F if the statement is false.
T F
1. Toggle Case changes each character to its opposite case.
T F
2. Applying bold to text gives it special emphasis.
T F
3. The Format Painter is found on the Mini toolbar.
T F
4. The default color for Text Highlighting is pink.
T F
5. The Decrease Font Size button increases point size.
T F
6. The Clear Formatting button clears text from one location and lets you apply it
in another location.
T F
7. PDF files can be edited using Word 2013.
T F
8. The Font dialog box has an option to display the underline drop-down menu.
T F
9. To apply a style to selected text, click the style from the Styles group.
T F 10. Styles cannot be modified.
Competency Assessment
Project 3-1: Formatting a Sales Letter
Star Bright Satellite Radio will be sending sales letters to people who have just purchased new
vehicles equipped with their radios. Add some finishing formatting touches to this letter.
GET READY. LAUNCH Word if it is not already running.
1. OPEN the Letter document from the data files for this lesson.
2. SAVE the document as 3-1 Sales Letter in the lesson folder on your flash drive.
3. Select the title of the company, STAR BRIGHT SATELLITE RADIO.
4. Apply the Title style and reduce the font size to 24 pt.
5. In the second paragraph of the body of the letter, select the first sentence, Star Bright
Satellite....
6. In the Font group on the Home tab, click the Bold button.
88
Lesson 3
7. In the second paragraph, select the fifth sentence, Star Bright also broadcasts....
8. In the Font group, click the Italic button.
9. In the fourth paragraph, select the first sentence, Star Bright is only $10.95 a month.
10. On the Mini toolbar, click the Bold button.
11. In the third sentence of the fourth paragraph, select Subscribe.
12. In the Font group, click the Change Case drop-down arrow, and then click UPPERCASE .
13. With the word still selected, click Bold, and then deselect the text.
14. Change the view of the document to 100% , if necessary.
15. SAVE the document in the lesson folder on your flash drive, then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Project 3-2: Formatting a Flyer
You’ve been recruited to help find coaches for the local youth sports organization. Create a flyer
that will attract attention.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Volunteer Coaches from the data files for this lesson.
2. SAVE the document as 3-2 Volunteers in the lesson folder on your flash drive.
3. Select We Need You!
4. Click the drop-down arrow in the Font menu, and then click Arial Black.
5. Click the drop-down arrow in the Font Size menu, and then click 48.
6. Select Volunteer Coaches Needed For Youth Sports.
7. Click the drop-down arrow in the Font menu, and then click Arial Black.
8. Click the drop-down arrow in the Font Size menu, and then click 18.
9. Select Sports include and the four lines below it.
10. Click the drop-down arrow in the Font menu, and then click Calibri.
11. Click the drop-down arrow in the Font Size menu, and then click 18.
12. Select the four sports listed, and then click the Italic button.
13. Select the three lines of contact information, beginning with Contact Patrick Edelstein…
14. Click the drop-down arrow in the Font menu, and then click Arial Black.
15. Click the drop-down arrow in the Font Size menu, and then click 11.
16. Select YMCA . Click the drop-down arrow in the Font Color button, and then choose red
from the Standard Colors section.
17. With the text still selected, click the Bold button.
18. Click the drop-down arrow in the Font menu, and then click Arial Black.
19. Click the drop-down menu in the Font Size menu, and then click 36. Deselect the text.
20. SAVE the document in the lesson folder on your flash drive, then CLOSE the file.
LEAVE Word open for the next project.
Proficiency Assessment
Project 3-3: Creating a Flyer
The Grand Street Coffee Shop has decided to install a wireless Internet service for customers. To
announce the news, create a flyer for distribution in the coffee shop.
Character Formatting
89
GET READY. LAUNCH Word if it is not already running.
1. OPEN Wireless from the data files for this lesson.
2. SAVE the document as 3-3 WiFi at Coffee Shop in the lesson folder on your flash drive.
3. Select the first four paragraphs and change the Font to Franklin Gothic Heavy, size
48 pt., and change to uppercase.
4. Change the color for each of the four headings as follows:
• SIP, Dark Blue, Text 2
• SURF, Aqua, Accent 5, Darker 50%
• WORK, Dark Blue, Text 2, Darker 25%
• WIFI IS HERE, Blue
5. Select the paragraph beginning with The Grand Street Coffee Shop… and change the
Font to Franklin Gothic Book, size 20. Then select Grand Street Coffee Shop, set as
Bold, and change the color to Dark Blue, Text 2 .
6. Select the next paragraph and change the Font to Franklin Gothic Book, size 14 pt.
7. Select the last paragraph and change the Font to Franklin Gothic Book, size 16 pt.
and Bold.
8. Change the document view to One Page.
9. SAVE the document in the lesson folder on your flash drive, then CLOSE the file.
LEAVE Word open for the next project.
Project 3-4: Formatting Nutritional Information
Customers of the Grand Street Coffee Shop have asked about the nutritional makeup of some
of the blended coffee items on the menu. Format a document you can post or make available for
customers to take with them.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Nutrition Info from the data files for this lesson.
2. SAVE the document as 3-4 Nutrition in the lesson folder on your flash drive.
3. Change the view of the document to 100% .
4. Select Grand Street Coffee Shop.
5. Click the Font Color menu and select Purple, Accent 4, Darker 50% , bold, and font size
to 48.
6. Click the Insert tab, and in the Text group, select WordArt Fill-Purple, Accent 4, Soft
Bevel.
7. Select Nutritional Information without selecting the paragraph mark.
8. In the Font group, click the dialog box launcher. In the Effects section, click the Small
caps box, change the font size to 16, font color to Purple, Underline words only, and
Bold Italic. Click OK .
9. Select Brewed Coffee, Caffé Latte, Caffé Mocha, Cappuccino, and White Chocolate
Mocha, and then click the Font dialog box launcher.
10. Click the All caps box, change the font size to 14, make the text both Bold and Italic,
and change the font color to Purple. Click OK .
11. Select the three lines of text under the Brewed Coffee heading. Click Italic on the Font
group.
12. Use the Format Painter to copy the format from the text under Brewed Coffee to the
text under each heading.
13. SAVE the document in the lesson folder on your flash drive, then CLOSE the file.
LEAVE Word open for the next project.
90
Lesson 3
Mastery Assessment
Project 3-5: Formatting a Resume
Your friend Mike asks you to help him with his resume. Format the resume so that it looks
professional.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Resume from the data files for this lesson.
2. SAVE the document as 3-5 MZ Resume in the lesson folder on your flash drive.
3. Format the resume to the following specifications:
• Format Mike’s name with Cambria, 24 pt., bold.
• Change his address, phone, and e-mail information to Times New Roman 9 pt.
• Change the main headings by bolding and italicizing; change the font to Cambria and
the font size to 16.
• For job titles, apply Times New Roman, 12 pt., Small caps, and bold.
• Italicize the sentence or sentences before the bulleted lists.
• For places and years of employment, as well as the college name, apply Times New
Roman, 12 pt., and Small caps.
4. In the Editing group of the Home tab, click Select, and then click Select All.
5. Click the Clear All Formatting button in the Font group.
6. Click Undo.
7. SAVE the document with the same filename in the lesson folder, then CLOSE the file.
LEAVE Word open for the next project.
Project 3-6: Formatting References
Your friend Mike liked your work on his resume so much that he asks you to format his reference
list with the same design as his resume.
GET READY. LAUNCH Word if it is not already running.
1. OPEN References from the data files for this lesson.
2. SAVE the document as 3-6 MZ References in the lesson folder on your flash drive.
3. OPEN 3-5 MZ Resume from the data files for this lesson.
4. View the documents side by side and compare the fonts, styles, sizes, and attributes of
both. Review the document carefully.
5. Update the 3-6 MZ References document by changing the font, styles, size, and
attributes to match those in the 3-5 MZ Resume document.
6. SAVE the document in the lesson folder on your flash drive, then CLOSE both files.
CLOSE Word.
Paragraph Formatting
4
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Formatting Paragraphs
Set indentation.
2.2.7
Setting Line Spacing in Text and Between Paragraphs
Set line spacing.
Modify line spacing.
Set paragraph spacing.
2.2.5
3.3.4
2.2.4
Creating and Formatting a Bulleted List
Add numbering or bullets.
Create custom bullets.
Modify list indentation.
Increase and decrease list levels.
3.3.1
3.3.2
3.3.3
3.3.5
Creating and Formatting a Numbered List
Add numbering or bullets.
Modify numbering.
3.3.1
3.3.6
Creating and Modifying a Multilevel List
Setting and Modifying Tabs
KEY TERMS
• alignment
• first-line indent
• hanging indent
• horizontal alignment
• indent
• leaders
• line spacing
• negative indent
© mbtphotos/iStockphoto
• vertical alignment
91
92
Lesson 4
You are employed at Books and Beyond, an independent used bookstore.
Your job responsibilities include receiving and assessing used books,
issuing trade credit, stocking the bookshelves, and placing special orders.
Because you have good computer skills, you are also responsible for creating and modifying documents as needed. Currently, you are working
on the store’s employee handbook. In this lesson, you learn how to use
Word’s formatting features to change the appearance of paragraphs. In
particular, you learn to set indents; change alignment and line spacing;
create numbered, bulleted, and multilevel lists; and set tabs.
© mbtphotos/iStockphoto
SOFTWARE ORIENTATION
The Indents and Spacing Tab in the Paragraph Dialog Box
The Paragraph dialog box contains Word’s commands for changing paragraph alignment,
indentation, and spacing. The Indents and Spacing tab of the Paragraph dialog box is
shown in Figure 4-1. Use this figure as a reference throughout this lesson as well as the rest
of this book.
Alignment options
Select Special Indentations: Default
settings (None), First Line, and
Hanging
Click the arrows to
increase or decrease
Left or Right indent
Click the drop-down arrow to
view Line spacing options
Default Line spacing setting.
Click arrows to adjust Line
spacing
Spacing Before and
After paragraph
Preview area
Opens Tabs dialog box
Option to change settings in
dialog box and set as Default
Figure 4-1
Indents and Spacing tab of the Paragraph dialog box
Paragraph Formatting
93
FORMATTING PARAGRAPHS
The Bottom Line
Paragraph formatting is an essential part of creating effective, professional-looking documents in
Word. When a document is formatted properly and text is spaced and positioned, the reader can
focus on the content. Word’s paragraph formatting feature enables you to determine paragraph
alignment, indentation, and spacing between paragraphs. Word’s formatting features also enable
you to remove paragraph formatting altogether.
Setting Indents
Indents can be used to set paragraphs off from other text in your documents. Word documents
can include first-line indents, hanging indents, and negative indents. The commands for indenting paragraphs are available in the Paragraph command group on the Home tab, as well as in
the Paragraph command group of the Page Layout tab. Both command groups have dialog box
launchers that give you access to additional commands. In this exercise, you learn to set indents
using the dialog box and the ruler.
An indent is a blank space inserted between text and the left or right margin. A first-line indent
inserts blank space between the left margin and the first line of the paragraph (one-half inch is the
default setting for this indent). A hanging indent, common in legal documents and in a bibliography page, begins the first full line of text in a paragraph at the left margin; all the remaining lines
in the paragraph are then indented from the left margin. A negative indent extends paragraph
text into the left margin. You can indent paragraphs from the left margin, the right margin, or
both, and you can set the sizes of indents using Word’s paragraph-formatting tools. You can also
drag the markers on the ruler to set indents. Table 4-1 shows the various indent markers as they
appear on the ruler.
Table 4-1
Types of indents on the Ruler
Indent Option
Associated Marker on the Ruler
First-line indent
Hanging indent
Left indent
Right indent
Negative indent
STEP BY STEP
Set First-Line Indents
GET READY. Before you begin these steps, be sure to launch Microsoft Word.
1. Connect your flash drive to one of the USB ports on your computer.
2. Click the File tab, and then click Computer.
3. Click the Browse button. Use the vertical scroll bar to scroll down and locate the data
files for this lesson on your flash drive. Double-click the lesson folder to open it.
4. Locate and OPEN the file named Books Beyond .
5. Click the View tab. Then, in the Show group, click the check box that displays the Ruler.
6. Select the four paragraphs under Acknowledgement .
7. On the Home tab, in the Paragraph group, click the dialog box launcher located in the
bottom right corner of the group. Verify that the Indents and Spacing tab is the active tab.
8. In the Indentation section of this tab, change the Special selection by clicking the dropdown arrow and selecting First line. The By box lists 0.5 inches by default, as shown in
Figure 4-2.
94
Lesson 4
Figure 4-2
Paragraph dialog box
First-line indent
default is .5”
The open document is set
to Single line spacing
Another Way
You can also click
to place the insertion point
anywhere within the paragraph
to set the indent, and then
drag the first-line indent marker
on the ruler (see Figure 4-3)
to the place where you want
the text to be indented.
Figure 4-3
Ruler with first-line indent
marker on paragraphs
Preview of paragraph
9. Click OK . The first line of each paragraph is indented 0.5 inches from the left margin.
10. Figure 4-3 displays the ruler and the paragraphs with the first-line indent you just set.
First line indent
marker on ruler
Paragraph Formatting
95
11. Select the four paragraphs under Introduction.
12. On the horizontal ruler, press and hold the left mouse button and drag the First-line
marker to 0.5 inches.
indent
Troubleshooting Click the View tab and choose Ruler from the Show command group.
13. Select all the paragraphs under the General Performance Expectation Guidelines .
Another Way
To indent the first
line of a paragraph, click in
front of the line and press Tab.
To indent an entire paragraph,
select the whole paragraph and
press Tab.
14. On the Page Layout tab, in the Paragraph group, launch the Paragraph dialog box, and
change the Special selection to First line by clicking the drop-down arrow. Click OK to
accept the default setting of 0.5 inches.
15. Select both paragraphs under the Equal Employment Opportunity and Diversity.
16. Right-click and select Paragraph—this is another way to open the Paragraph dialog box.
17. Change the Special selection to First line. Click OK . Using a shortcut method, you can
also access the Paragraph dialog box.
18. SAVE the document as B&B First Line Indent in the lesson folder on your flash drive.
2.2.7
PAUSE. LEAVE the document open to use in the next exercise.
How would you set indents?
STEP BY STEP
Set Hanging Indents
USE the document that is open from the previous exercise.
1. Place the insertion point at the beginning of the first paragraph under the heading
Acknowledgement , and then select the first two paragraphs.
2. On the Home tab, launch the Paragraph dialog box and change the Special selection
from First Line to Hanging. Click OK . The first line of both paragraphs begins at the left
of the margin whereas the remaining paragraphs are indented 0.5 inches from the left
margin.
Figure 4-4
3. Under the same heading, select the last two paragraphs. On the horizontal ruler, press
and hold the left mouse button and drag the first-line indent
marker so that it
aligns with the left margin. You need to reposition the first-line indent marker so that
it doesn’t move when you begin dragging the hanging indent marker. Your markers on
the ruler should match Figure 4-4.
Markers on ruler aligned
First line and
Hanging indent
markers are
aligned to the
left margin
The selected
paragraphs are no
longer indented
96
Lesson 4
4. Press and hold the left mouse button and drag the hanging indent
marker to 0.5
inches. You have now repositioned the marker using the ruler, and both paragraphs are
indented. Your document should look similar to the one shown in Figure 4-5.
Figure 4-5
Sample document with
hanging indent
First line indent
marker is positioned
on left margin
Hanging indent marker
is positioned 0.5” from
the left margin
5. SAVE the document as B&B Hanging Indent in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Set Left and Right Indents
USE the document that is open from the previous exercise.
1. Select the paragraphs under Introduction.
2. You will move the first-line indent back to the default settings. Launch the Paragraph
dialog box from the Home tab. Under the Special group, select (none) . Click OK . Notice
the paragraphs are left aligned.
3. Select the first two paragraphs under Introduction.
4. Right-click and click Paragraph to open the dialog box. In the Indentation group, change
the left and right indents to 1 inch by clicking the up arrow. Click OK .
5. Select the last two paragraphs under the same heading.
6. On the Page Layout tab, in the Paragraph group, click the up arrow next to Indent Left
to indent the left side of the paragraph to 1 inch on the ruler.
to indent the right side of the
7. Click the up arrow next to Indent Right
paragraph to 1 inch on the ruler. Notice that paragraphs are one inch from the left and
right margins (see Figure 4-6).
Paragraph Formatting
97
Figure 4-6
Sample document displaying
left and right indents
Left indent marker is
one-inch from the
margin
Right indent marker
is one-inch from the
right margin
8. SAVE the document as B&B Left&Right Indent in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Set Negative Indents
USE the document that is open from the previous exercise.
1. Under the Equal Employment Opportunity and Diversity heading, select both paragraphs.
2. Launch the Paragraph dialog box from the Home tab. Under the Special group, select
(none) . Click OK .
3. Select the first paragraph under the heading.
Figure 4-7
Sample document with
negative left indent
4. Click the Page Layout tab, in the Paragraph group, click the down arrow next to Indent
to indent the left side of the paragraph to 20.5 inch on the ruler as shown
Left
in Figure 4-7.
Negative left
indent on ruler
Paragraph
extends into
left margin
5. Position your insertion point anywhere in the last paragraph, and then launch the
Paragraph dialog box from the Page Layout tab.
98
Lesson 4
Figure 4-8
Sample document with
negative right indent
6. Under the Indentation group, click the down arrow next to Right to indent the right side
of the paragraph to 20.5 inch (see Figure 4-8). Click OK. When repositioning the
indentations, you can select or place the insertion point anywhere in the paragraph.
For multiple paragraphs, select them and change the indents.
Negative Right Indent
on ruler
Paragraph extends
beyond right
margin
7. SAVE the document as B&B Negative Indent in the lesson folder on your flash drive,
and then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
Take Note
Changing paragraph indents can be completed by using the Ruler or launching the Paragraph
dialog box found on the Home or Page Layout tabs.
Changing Alignment
Another Way
To access the
Paragraph dialog box using the
shortcut method, place the
insertion point in the paragraph,
and then right-click and select
Paragraph from the menu that
appears.
Table 4-2
Horizontal alignment options
Paragraph alignment refers to how text is positioned between a document’s margins. By default,
text is left-aligned at the top of the page. However, as you continue to format a document, you
might need to change your text’s horizontal or vertical alignment. In this exercise, you learn to
align text left, center, right, and justify and to vertically center text in the document.
Horizontal alignment refers to how text is positioned between the left and right margins. There
are four types of horizontal alignments: left align, center align, right align, or justify. Horizontal
alignment can be changed in the Paragraph group on the Home tab. Also, when the Paragraph
dialog box is open and the Indents and Spacing tab is active, you can change alignment in the
General section of the tab. Alternatively, you can use various shortcut keys, as shown in Table 4-2.
Option
Button
Shortcut Keys
Description
Align left
Ctrl1L
Lines up text flush with the left margin, leaving a
ragged right edge
Center
Ctrl1E
Centers text between the left and right margins,
leaving ragged edges on both sides
Align right
Ctrl1R
Lines up text flush with the right margin, leaving a
ragged left edge
Justify
Ctrl1J
Lines up text flush on both the left and right
margins, adding extra space between words as
necessary for a clean look
Paragraph Formatting
99
Vertical alignment refers to how text is positioned between the top and bottom margins of
the page. Text can be aligned vertically at the top margin, at the center of the page, or at the
bottom of the page, or it can be justified. Top-of-the-page vertical alignment is the default when
launching Word. Centered vertical alignment places the text evenly between the top and bottom
margins. Bottom vertical alignment places text next to the bottom margin of the document.
Finally, justified vertical alignment aligns text evenly among the top, bottom, left, and right
margins (see Table 4-3).
Table 4-3
Vertical alignment options
Option
Description
Top vertical alignment
Aligns text at the top margin
Centered vertical alignment
Aligns text between the top and bottom margins
Bottom vertical alignment
Aligns text at the bottom margin
Justified vertical alignment
Aligns text equally among the top, bottom, left, and right margins
There are two ways to set vertical alignment.
• From the Page Layout tab, in the Page Setup group, launch the Page Setup dialog box.
From the Layout tab, under the Page group, you will find the Vertical Alignment pull-down
menu.
• From the File tab, select Print then Page Setup. This launches the Page Setup dialog box also.
From the Layout tab, under the Page group, you will find the Vertical Alignment pull-down
menu.
STEP BY STEP
Change Alignment to Justify
OPEN Books Beyond from the data files from this lesson.
1. Select all four paragraphs under Acknowledgement .
button. The paragraphs
2. On the Home tab, in the Paragraph group, click the Justify
are justified between the left and right margins. Notice that the Justify button is
highlighted.
3. Select all four paragraphs under Introduction.
4. On the Home tab, in the Paragraph group, click the arrow in the lower-right corner of
the group to launch the Paragraph dialog box. The Indents and Spacing tab should be
selected.
5. In the Alignment list under General, click the drop-down arrow, and then click Justified.
Click OK .
6. Select the first two paragraphs under General Performance Expectation Guidelines .
Avoid selecting the numbered list.
7. Press Ctrl1J to justify the paragraphs. Using the keyboard shortcut is a quick way to
change the alignment in a paragraph.
8. Select the two paragraphs under Equal Employment Opportunity and Diversity and
justify the paragraph using one of the methods.
9. SAVE the document as B&B Justify in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
100
Lesson 4
STEP BY STEP
Change Alignment to Right
USE the document that is open from the previous exercise.
1. Place the insertion point in the first paragraph under Acknowledgement .
button. The right
2. On the Home tab, in the Paragraph group, click the Align Right
side of the paragraph is even whereas the left is uneven.
3. Select the second paragraph, right-click and select Paragraph.
4. In the Alignment list under General, click the drop-down arrow, and then click Right.
Review the Preview area, the paragraph is right-aligned. Click OK .
5. Select the last two paragraphs under Acknowledgement, and press Ctrl1R to align the
text on the right. The right side of the paragraphs are even, whereas the left are uneven.
6. SAVE the document as B&B Right Align in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Change Alignment to Center
USE the document that is open from the previous exercise.
1. Place the insertion point in the Acknowledgement heading.
2. On the Home tab, in the Paragraph group, click the Center
now centered between the left and right margin.
button. The heading is
3. Use the multi-selection and select the headings, Introduction, General Performance
Expectation Guidelines, and Equal Employment Opportunity and Diversity.
Cross
Ref
In Lesson 2, you learn to select text using different methods. To select multiple text areas, press
Ctrl and select the text.
4. Press Ctrl1E to center the headings using the shortcut key.
5. SAVE the document as B&B Centered Headings in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Change Alignment to Left
USE the document that is open from the previous exercise.
1. Select all four paragraphs under Acknowledgement .
button. The paragraphs are
2. On the Home tab, in the Paragraph group, click the Left
now left-aligned, which is the default when you begin a new document.
3. Select all four paragraphs under Introduction.
4. Right-click and select Paragraph to open the Paragraph dialog box.
5. In the Alignment list under General, click the drop-down arrow, and then click Left.
Review the Preview area—the paragraphs are aligned left. Click OK .
6. Select the first two paragraphs under General Performance Expectation Guidelines .
7. On the Page Layout tab, launch the Paragraph dialog box. In the Alignment list under
General, click the drop-down arrow, and then click Left. Click OK .
8. Select the two paragraphs under Equal Employment Opportunity and Diversity.
9. Press Ctrl1L to align the paragraphs to the left using the shortcut key.
10. SAVE the document as B&B Left Align in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Paragraph Formatting
STEP BY STEP
101
Change Alignment to Vertical
USE the document that is open from the previous exercise.
1. Select the text beginning with the heading Introduction… to the end of the document
and press Delete.
2. Press Ctrl1Home to position the insertion point at the beginning of the document.
3. On the Page Layout tab, in the Page Setup group, click the arrow in the lower-right
corner of the group to open the Page Setup dialog box.
4. Select the Layout tab.
5. In the Vertical alignment list under Page, click the drop-down arrow and select Center.
6. In the Apply to list under Preview, Whole document is selected as the default, as shown
in Figure 4-9.
Figure 4-9
Page Setup dialog box
Default setting
102
Lesson 4
7. Click OK . The text is centered between the top and bottom margins, as shown in
Figure 4-10.
Figure 4-10
Horizontal and vertical
alignments
8. SAVE the document as B&B Vertical Alignment in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Shading a Paragraph
In this exercise, you learn to use Word’s Shading feature to color the background behind selected
text or paragraphs.
To apply shading to a paragraph, click the Shading button in the Paragraph group on the Home
tab. To choose another color, click the drop-down arrow next to the Shading button, and choose
a color in the current theme or a standard color from the Shading menu (place your insertion point
over a color to see a ScreenTip with the color’s precise name). To remove shading, click No Color.
Paragraph Formatting
103
Click More Colors to open the Colors dialog box, where additional options are available. You
can choose standard colors on the Standard tab, or you can create a custom color from the
Custom tab.
STEP BY STEP
Shade a Paragraph
USE the document that is open from the previous exercise.
1. Select the first paragraph under the heading.
2. On the Home tab, in the Paragraph group, click the drop-down arrow next to the
button to display the menu shown in Figure 4-11.
Shading
Figure 4-11
Shading menu
3. In the Theme Colors palette, locate and select Orange, Accent 6, Lighter 40% as shown
in Figure 4-12.
Figure 4-12
Selecting the color
4. SAVE the document as B&B Shaded Paragraph in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
104
Lesson 4
Placing a Border around a Paragraph or Text
Like shading, borders can add interest and emphasis to paragraphs or text. Borders can be formatted with a variety of styles, colors, and widths. In this exercise, you use Word’s Borders options to
apply a border to a paragraph in your document.
You can apply a border to a paragraph by clicking the Borders button in the Paragraph group on
the Home tab. To change the border style, click the drop-down arrow next to the Borders button.
For additional options, click the Borders and Shading option on the Borders menu to open the
Borders tab of the Borders and Shading dialog box. You can choose a number of border colors and
styles in this dialog box, or you can remove a border completely. This dialog box also contains tabs
for page border options and shading.
STEP BY STEP
Place a Border around a Paragraph
USE the document that is open from the previous exercise.
1. Place the insertion point in the second paragraph beginning with “I also understand…”
2. On the Home tab, in the Paragraph group, click the drop-down arrow next to the Borders
button to display the menu shown in Figure 4-13.
Figure 4-13
Border menu
Paragraph Formatting
105
3. Select Outside Borders on the menu. Your document should look similar to Figure 4-14.
Figure 4-14
Shading and border
Shaded paragraph
Border around paragraph
4. Place the insertion point in the third paragraph.
5. On the Design tab, in the Page Background group, click Page Borders to open the
Borders and Shading dialog box, and then click the Borders tab to make it active (see
Figure 4-15). The Design tab on the Ribbon is a new tab for Word 2013 and contains
many additional features to format a document. In Lesson 7, you learn more about the
Design tab.
Figure 4-15
Borders and Shading
dialog box
Options to select a
border style
Border Settings
Border color
Width selector
Preview area
Based on your selection, the
Apply to will display Paragraph
or Text
106
Lesson 4
6. Select Shadow under the Settings.
Another Way
The Borders and
Shading dialog box can be
accessed by clicking the dropdown arrow next to the Borders
button, and then
selecting Borders and Shading.
Take Note
STEP BY STEP
7. Select the ninth option under Style. Select Dark Blue, Text 2 for color, and change the
width to 2 ¼ pt.
8. Review the Preview area before you click OK . Note that the border is applied to the
paragraph.
9. SAVE the document as B&B with Borders in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Borders can also be added to pages, sections, tables, cells, graphic objects, and pictures.
Place a Border around Text
USE the document that is open from the previous exercise.
1. On the Home tab, enable the Show/Hide to display the nonprinting characters. Select
the title without selecting the paragraph mark (¶).
Cross
Ref
In Lesson 1, you learn to enable Show/Hide, and in Lesson 2 you learn different ways to
select text.
2. On the Home tab, in the Paragraph group, click the drop-down arrow next to the Borders
button to display the menu and select Borders and Shading to open the dialog box.
3. Click the Borders tab to make it active. Notice the title appears in the Preview area and
in the Apply to section, Text is displayed. Not selecting the paragraph mark (¶) allows
you to place a border around text only.
4. Select Box under Setting and change the width to 1 ½ pt. Click OK . Notice that the
border wraps around the text.
5. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Removing Borders around Text or a Paragraph
USE the document that is open from the previous exercise.
1. Place the insertion point in the second paragraph under the heading.
2. On the Home tab, in the Paragraph group, click the drop-down arrow next to the Borders
button to display the menu and select Borders and Shading. The Borders and
Shading dialog box opens.
3. Select the Borders tab, and then select None under Setting. Click OK .
4. Remove the border on the third paragraph by repeating steps 2 and 3.
5. For the title select only the text before repeating steps 2 and 3.
Another Way
Select text or
paragraph, click the dropdown arrow by Borders in the
Paragraph group, and then click
No Border.
6. SAVE the document as B&B with No Borders in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Clearing the Formats from a Paragraph
After formatting your document, you might decide that you no longer want any formatting in
a paragraph or that you want to begin again. The Clear Formatting command provides an easy
way to change a paragraph back to plain text. When you execute this command, all formatting is
removed, and the font and font size revert to the original document settings. In this exercise, you
use the Clear Formatting command to clear all formats from selected paragraphs in Word.
Paragraph Formatting
STEP BY STEP
107
Clear Paragraph Formats
USE the document that is open from the previous exercise.
1. Select the whole document.
2. On the Home tab, in the Font group, click the Clear Formatting
Cross
Ref
button.
You can also clear formatting in the Styles group by clicking the More button. For more information, see Lesson 3.
3. SAVE the document as B&B No Formatting in the lesson folder on your flash drive, and
then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
SETTING LINE SPACING IN TEXT AND BETWEEN PARAGRAPHS
The Bottom Line
In Word, you can determine how much space separates lines of text, and you also can set the
spacing between paragraphs. By default, Word sets line spacing (the space between each line of
text) to 1.08. Line spacing is paragraph based and can be customized by specifying a point size.
Paragraph spacing, which affects the space above and below paragraphs, is set to 8 points after
each paragraph by default. The higher the point size is, the greater the space between paragraphs.
In this exercise, you learn to set both line and paragraph spacing.
Setting Line Spacing
Line spacing is the amount of space between the lines of text in a paragraph. In this exercise, you
learn to set line spacing using a number of Word paragraph formatting tools.
Table 4-4
Line spacing options
Line spacing options are available in the Home and Page Layout tabs within the Paragraph group
by using the Line and Paragraph Spacing button. The line spacing options can also be accessed
through the Indents and Spacing tab of the Paragraph dialog box. New in Word 2013 is the
Design tab, which includes Paragraph Spacing settings. Table 4-4 provides additional information
regarding line spacing options and descriptions.
Option
Keyboard Shortcut
Description
Single
Ctrl11
Accommodates the largest letter in a line, plus a small amount of extra space.
1.5
Ctrl15
One-and-one-half times the amount of space used in single spacing.
Double
Ctrl12
Twice the amount of space used in single spacing.
At least
Sets the spacing at the minimum amount needed to fi t the largest font on the line.
Exactly
Sets the spacing at a fixed amount that Word does not adjust.
Multiple
Sets the spacing at an amount that is increased or decreased from single spacing by a
percentage that you specify. Setting the line spacing to 1.3, for example, increases the
space by 30% .
No Paragraph
Spacing
The Built-in Before and After spacing is set to 0 pt. and the line spacing is set to 1.
Compact
The Built-in Before spacing is set to 0 pt., After is set to 4 pt., and the line space is set to 1.
Tight
The Built-in Before spacing is set to 0 pt., After to 6 pt., and line spacing 1.15.
Open
The Built-in Before spacing is set to 0 pt., After to 10 pt., and line spacing 1.15.
Relaxed
The Built-in Before spacing is set to 0 pt., After to 6 pt., and line spacing to 1.5.
Double
The Built-in Before spacing is set to 0 pt., After 8 pt., and line spacing 2.
108
Lesson 4
STEP BY STEP
Set Line Spacing in a Paragraph
OPEN the Books Beyond document from the lesson folder.
1. Place the insertion point in the first paragraph under the Acknowledgement heading.
2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing
button to display the Line Spacing menu and options to add and remove spacing
before and after paragraphs (see Figure 4-16).
Figure 4-16
Line Spacing menu
Opens a dialog box
3. Select 2.0 to double-space the text.
4. Place the insertion point in the second paragraph.
5. In the Paragraph group, launch the dialog box.
6. In the Spacing group, change the Line spacing by clicking the drop-down arrow and
selecting Double. Click OK . The paragraph is now double-spaced.
7. Place the insertion point in the third paragraph.
8. Press Ctrl12 to double-space the paragraph.
9. Click the Design tab and in the Document Formatting group, click the Paragraph
button to display the menu as shown in Figure 4-17.
Spacing
Paragraph Formatting
109
Figure 4-17
Paragraph Spacing menu
Default settings
Built-in
paragraph
spacing
Customize
Paragraph
Spacing
10. Select Double. Notice that the remaining document is double-spaced. This new feature
in Word 2013 changes spacing for the entire document to include new paragraphs.
Take Note
2.2.5
How would you set line
spacing in a paragraph?
STEP BY STEP
When using the Document Formatting group to apply paragraph spacing, the document does not
need to be selected when using one of the built-in formatting commands.
11. SAVE the document as B&B Double Spacing in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Modify Line Spacing in a Paragraph
USE the document that is open from the previous exercise.
1. Select the four paragraphs under Acknowledgement .
2. Return to the Line and Paragraph Spacing drop-down menu in the Paragraph group on
the Home tab. To set more precise spacing measurements, click Line Spacing Options
to display the Indents and Spacing tab of the Paragraph dialog box.
3. In the Spacing section, click the drop-down arrow and select Exactly in the Line
spacing list. In the At list, click the up arrow until it reads 22 pt. The line spacing is
increased.
4. Click OK .
5. SAVE the document as B&B Exact Spacing in the lesson folder on your flash drive, and
then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
3.3.4
How would you modify line
spacing in a paragraph?
Setting Paragraph Spacing
Paragraphs are usually separated by a blank line in Word documents. When you press the Enter
key at the end of a paragraph, Word adds the designated space above or below the paragraph. By
110
Lesson 4
default, the spacing after a paragraph is set to 8 points and the spacing before paragraphs is set to
zero, but you can change these settings for a single paragraph or for an entire document. In this
exercise, you learn to set paragraph spacing.
To increase or decrease paragraph spacing, click the Before and After up or down arrows in the
Indents and Spacing tab of the Paragraph dialog box. The Paragraph spacing can also be changed
in the Paragraph group on the Home tab by clicking the Line and Paragraph Spacing button to
Add Space Before or After Paragraph or Remove Space Before or After Paragraph.
STEP BY STEP
Set Spacing around a Paragraph
OPEN the Books Beyond document from the lesson folder.
1. Select the entire document.
2. On the Home tab, in the Paragraph group, click the arrow in the lower-right corner
of the group to display the Paragraph dialog box. The Indents and Spacing tab is the
active tab.
3. In the Spacing section, click the up arrow next to Before until it reads 24 pt.
4. Click the up arrow next to After until it reads 24 pt. Review the preview area and notice
the increase of spacing in the document.
5. Click OK . Notice the spacing between the paragraphs.
6. With the entire document still selected, click the drop-down arrow next to the Line and
button in the Paragraph group to display the Line Spacing
Paragraph Spacing
menu.
7. Click Remove Space Before Paragraph.
2.2.4
8. Repeat step 6, and then click Remove Space After Paragraph. The spacing before and
after have been removed from the document.
9. Place the insertion point in the heading, Acknowledgement .
How would you apply
paragraph spacing?
10. Click the Page Layout tab, and then in the Paragraph group, click the up arrow and
to 12 pt.
increase the Spacing After
11. Use the Format Painter and repeat step 10 for each heading, Introduction, General
Performance Expectation Guidelines, and Equal Employment Opportunity and
Diversity.
12. Use multi-selection to select the paragraphs under each heading and change the
Spacing After to 6 pt.
Another Way
You also can rightclick to open the Paragraph
dialog box.
13. SAVE the document as B&B Spacing Before&After in the lesson folder on your flash
drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
CREATING AND FORMATTING A BULLETED LIST
The Bottom Line
Bulleted lists are an effective way to format lists of items that don’t have to appear in any specific
order. (Use numbered lists for items in a set order.) Items in a bulleted list are marked by small
icons—dots, diamonds, and so on. In Word, you can create bulleted lists from scratch, change
existing lines of text into a bulleted list, choose from a number of bullet styles, create levels within
a bulleted list, and insert a symbol or picture as a bullet.
Creating a Bulleted List
By creating and formatting a bulleted list, you can draw attention to major points in a document.
In this exercise, you learn to create, format, and modify such a list.
Paragraph Formatting
STEP BY STEP
111
Create a Bulleted List
OPEN Alarm from the data files for this lesson.
1. Select the two paragraphs below the phrase Please keep in mind: .
2. On the Home tab, in the Paragraph group, click the Bullets
solid circles appear before the selected paragraphs.
button. Notice that
3. Place the insertion point at the end of the second bulleted paragraph.
4. Press Enter. Word automatically continues the bulleted list by supplying the next
bulleted line.
3.3.1
5. Beside the new bullet, type If you do not know your four-digit code and password,
please get it from the HR department .
How do you apply bullets in
a document?
6. SAVE the document as B&B Alarm in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Change the Bulleted List
USE the document that is open from the previous exercise.
1. Select the entire bulleted list.
2. To change the format of the bulleted list, click the drop-down arrow next to the Bullets
button to display the menu shown in Figure 4-18. The bulleted items might not
match your screen.
Figure 4-18
Bullet formatting options
Recently Used Bullets are
shown here
Bullet Library
Change List Level
displays different
bullet levels
Sample Document
Bullets revealed here
Create a new bullet using a
symbol or picture
Take Note
To change a bulleted list to a numbered list (or vice versa), select the list and then click either
the Bullets button or the Numbering button. To remove one of the bullets from the Library,
open the Bullets drop-down menu; then in the Bullet Library, select the bullet and right-click
to remove it.
112
Lesson 4
3. Click the hollow circle in the Bullet Library.
4. SAVE the document as B&B Alarm with Hollow Bullets in the lesson folder on your
flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Change the Bullet List Level
Adding an unordered list such as bullets appears with no rank over the others. Changing
the bullet list level can change the appearance of the bullet and indentation.
USE the document that is open from the previous exercise.
1. Place the insertion point in the second bulleted item.
button, point to Change List Level,
2. Click the drop-down arrow next to the Bullets
and note the levels that appear (see Figure 4-19). When you point to the list level, a
ScreenTip appears displaying the level.
Figure 4-19
Change List Level
Display of nine levels
3. Click to select Level 2 . The bullet item is demoted from Level 1 to Level 2. When levels
are increased or decreased, the indentation is changed—see the markers on the rulers.
4. Place the insertion point in the third bulleted item.
5. Click the drop-down arrow next to the Bullets button, and then point to Change List
Level to produce a menu of list-level options.
6. Click to select Level 3. Your document should look similar to the one shown in
Figure 4-20.
Paragraph Formatting
113
Figure 4-20
Sample document with
bullet levels
The indents automatically
adjust when changing levels
Level 1
Level 2
Level 3
7. SAVE the document as B&B Alarm with Bullet Levels in the lesson folder on your flash
drive.
8. Select the second and third bulleted items and click the drop-down arrow next to the
Bullets button. Point to Change List Level and promote the selected bullets to Level 1.
The two selected items now match the first bulleted item.
3.3.5
9. Click Undo to return the bulleted items to second and third level.
10. SAVE the document with the same filename in the lesson folder on your flash drive.
How do you increase or
decrease the list level?
STEP BY STEP
PAUSE. LEAVE the document open to use in the next exercise.
Insert Special Character Symbols
The Define New Bullet dialog box provides options to change the alignment and add bullet
characters, such as a symbol or a picture. When you click on either option, a new dialog
box opens.
USE the document that is open from the previous exercise.
1. Select the second and third bulleted items and Promote to the first level, and then
select all three bulleted items.
2. Click the drop-down arrow next to the Bullets button, and then click Define New Bullet.
3. Click the Symbol button in the Define New Bullet dialog box. The Symbol dialog box
opens, as shown in Figure 4-21.
114
Lesson 4
Figure 4-21
Change the font by
clicking the dropdown arrow
Symbol dialog box
The Symbol dialog box
contains many options
to select different
characters or symbols
4. Change the Font by clicking the drop-down arrow. Scroll down and select Wingdings.
3.3.2
5. Select the bell in the first row, sixth column. Click OK to close the Symbol dialog box.
6. Click OK to close the Define New Bullet dialog box.
How do you create a bullet
using special characters?
STEP BY STEP
7. SAVE the document as B&B Alarm Update in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Insert a Picture Bullet
USE the document that is open from the previous exercise.
1. The three bulleted items are still selected. Click the drop-down arrow next to the
Bullets
button, and then click Define New Bullet.
2. Click the Picture button in the Define New Bullet dialog box. The Insert Pictures
location box opens, as shown in Figure 4-22. Microsoft has provided a new insert
picture location screen where you have the option to locate a picture from the
Office.com location, Bing, SkyDrive, or in your computer or network.
Figure 4-22
Insert Pictures location
New picture location in Word
2013. You have options on
where to locate and insert a
picture
3. Type alarms in the Office.com Clip Art search box, and then click the magnifier to begin
search.
4. Select the Close - up Hand configuring alarm system image as shown in Figure 4-23.
The image is surrounded by a border. Your search results may look different than those
shown in the figure.
Paragraph Formatting
115
Figure 4-23
Office.com Clip Art
Location of your search
Search box
Return to Insert Pictures
main screen
Select image
then click Insert
5. Click Insert to begin downloading the image to your document.
6. Click OK to close the Define New Bullet dialog box.
7. After the image is downloaded, it displays on your document in a small font size. Select the
first image—notice the other two images are also selected. Increase the font size to 28 pt.
3.3.2
8. SAVE the document as B&B Alarm Update1 in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
How do you create a picture
bullet?
STEP BY STEP
Change the Alignment in Bullets
In the previous exercises, you learn to create bullets using the Bullet Library, create a bullet
using symbols, and insert pictures as bullets from the web. You also changed the levels of
the bullets by promoting or demoting the list levels. In this exercise, you learn to adjust the
alignment to any type of bullet.
USE the document that is open from the previous exercise.
1. In the bulleted list, notice the distance between the image and text. Adding a custom
bullet allows you to change the alignment.
2. Select the three bullets items.
3. Click the drop-down arrow next to the Bullets button, and then click Define New Bullet .
4. Under the Alignment group, click the drop-down arrow and select Right. Notice the
space between the image and text in the Preview area.
5. Click OK .
116
Lesson 4
3.3.3
6. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
How do you modify the
bulleted list indentation?
CREATING AND FORMATTING A NUMBERED LIST
The Bottom Line
You can quickly add numbers to existing lines of text to create a list, or Word can automatically
create a numbered list as you type.
Creating a Numbered List
In this exercise, you learn how to create and format a numbered list in Word.
STEP BY STEP
Create a Numbered List
USE the document that is open from the previous exercise.
Figure 4-24
Numbering formatting options
appear in the Numbering
Library
1. Select the four paragraphs under the Set Alarm heading.
2. On the Home tab, in the Paragraph group, click the drop-down arrow next to the
Numbering
button to display the Numbering Library shown in Figure 4-24.
3. Select the option, 1., 2., 3. The paragraphs are now listed as an ordered list.
4. Place the insertion point at the end of item number four and press Enter. Notice that
Word automatically numbers the next line sequentially.
5. In the new numbered line, type Leave the premises immediately.
6. Select the four paragraphs under the Deactivate Alarm heading.
3.3.1
How do you create a
numbered list?
7. On the Home tab, in the Paragraph group, click the drop-down arrow next to the
Numbering button.
8. Select the option, a., b., c., The four paragraphs are numbered and aligned left.
9. SAVE the document as B&B Numbered Alarm List in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Paragraph Formatting
STEP BY STEP
117
Modify a Numbered List
USE the document that is open from the previous exercise.
1. Select the numbered list under the Set Alarm heading.
2. To change the format of the numbered list, click the drop-down arrow next to the
button, and then click Define New Number Format. The Define New
Numbering
Number Format dialog box appears.
3. Click the Number style drop-down arrow and select uppercase roman numerals (see
Figure 4-25). The format for the selected text changed to uppercase roman numerals.
The default alignment is left and can also be changed
to center or right.
Figure 4-25
Format numbering by
clicking the Font button
Define New Number Format
dialog box
Select style
Preview area
4. Click the Font button and select Arial Black, size 12 pt. Review the preview area to see
how the numbering will appear. Click OK to close the Font dialog box.
5. Click OK to close the Define New Number Format dialog box.
Take Note
To change the formatting of list numbers, click any number to select the entire list. If you select
the text as well, the formatting of both the text and the numbering change.
6. Select the numbered list under the Deactivate Alarm heading.
7. In this next step you renumber an existing list using the lowercase letters. Click the
drop-down arrow next to the Numbering button, and then click Set Numbering Value.
The Set Numbering Value dialog box appears as shown in Figure 4-26.
Figure 4-26
Set Numbering Value
dialog box
You can reset a
numbering list to begin a
new list or continue from
the previous list
Set Value to begin a
new list or continue
from a previous list
118
Lesson 4
8. The Start new list option button is already selected. In the Set value to section, click the
up-arrow to f. Click OK. Your document should match Figure 4-27.
Figure 4-27
Sample document with
different modified
numbering list
Under Set Alarm, text
is not evenly aligned
Numbering
value reset
3.3.6
How do you modify a
numbered list?
STEP BY STEP
9. SAVE the document as B&B Numbered Alarm List 1 in the lesson folder on your
flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Change the Alignment of a Numbered List
USE the document that is open from the previous exercise.
1. Select the numbered list under the Set Alarm heading.
2. To change the alignment format of the numbered list, click the drop-down arrow next
button, and then click Define New Number Format. The Define
to the Numbering
New Number Format dialog box appears.
3. In the Alignment group, click the drop-down arrow and select Right to change the
alignment of the numbering list.
4. Click OK . Notice how nicely the list is aligned (see Figure 4-28).
Paragraph Formatting
119
Figure 4-28
Sample document with
modified alignment
Changing the alignment
improves the appearance
of the document
3.3.3
How do you modify
the indentation in a
numbered list?
Take Note
5. SAVE the document as B&B Numbered Alarm List Final in the lesson folder on your
flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
The same process used in Backstage for turning automatic bulleting on and off in Word’s AutoFormat feature is applied the same way for the Automatic Numbered List. In Lesson 14, you learn
about using the Advanced Options in Word.
CREATING AND MODIFYING A MULTILEVEL LIST
The Bottom Line
Word provides a multilevel feature that is used for outlines and other documents that require
many levels—these levels can be a combination of letters and numbers.
Creating a Multilevel List
Multilevel lists are typically used in documents where subsets of information are needed within
the list, such as preparing an agenda, outline, or exam questions. As an example, you can use
the multilevel list for outlining your research paper. In this exercise, you learn how to create and
format a multilevel list in Word.
120
Lesson 4
STEP BY STEP
Create a Multilevel Outline List
OPEN Outline from the data files for this lesson.
1. Position the insertion point on the blank line after the Discussion Outline heading.
2. On the Home tab, in the Paragraph group, click the Multilevel List button. A menu
of list formats appears. Notice that when you position the mouse pointer over the
formats, they enlarge and expand.
3. Click the format style in the Current List section, as shown in Figure 4-29. The number 1.
is inserted for you.
Figure 4-29
Multilevel List menu
Multilevel list enlarge
when you position the
mouse over the format
Take Note
Use the Tab key or Shift 1Tab to move to different levels.
4. Type Experience, and then press the Enter key. When you press Enter, the number 2. is
inserted.
5. Type Communication with Client and press the Enter key.
6. Press the Tab key and type Initial Meeting. Pressing the Tab key advances to the next
level with a lowercase a . Press the Enter key.
7. Press the Tab key and type Identify Position. Notice that Word inserts a lowercase
roman numeral as the next level. Press the Enter key.
Paragraph Formatting
121
8. Press the Tab key and type Qualifications. Another level is inserted beginning with the
number 1. Press the Enter key.
9. Type Compensation Package and press the Enter key.
10. Type Time Frame and press the Enter key.
11. Press Shift1Tab once to move back one level. Type Progress Reporting and press the
Enter key.
12. Press Shift1Tab to move back one more level. Type Methods for Finding Candidates
and press the Enter key.
13. Press the Tab key. Type Database and press the Enter key.
14. Type Contacts and press the Enter key.
15. Type Networking. Your document should resemble Figure 4-30.
Figure 4-30
Sample document using
multilevel list
16. SAVE the document as Discussion Outline in the lesson folder on your flash drive.
PAUSE. LEAVE the document open for use in the next exercise.
Sorting a List’s Contents
You can sort a single-level list in much the same way that you sort a column in a table.
STEP BY STEP
Sort a List’s Contents
USE the document that is open from the previous exercise.
1. Select the bulleted list under the Philosophy section.
2. On the Home tab, in the Paragraph group, click the Sort
dialog box appears as shown in Figure 4-31.
button. The Sort Text
122
Lesson 4
Figure 4-31
Sort Text dialog box
3. Notice the Sort by field is listed by Paragraphs, the Type is listed by Text, and the
Ascending order option is selected. Click OK .
4. The bulleted listed is sorted in alphabetical order.
5. SAVE the document as Discussion Outline Sorted in the lesson folder on your flash
drive.
PAUSE. LEAVE the document open to use in the next exercise.
Cross
Ref
In Lesson 6, you learn about creating tables. In this exercise, you learn to sort a list.
Modifying a Multilevel List
Word provides several options for changing the look of a list. You can change a multilevel list by
changing the list level, defining a new multilevel list, or defining a new list style. The same methods are used from what you have learned in modifying bullets and numbering lists when increasing or decreasing the levels. Some formats, such as round bullets, work well for most documents.
STEP BY STEP
Modify the Multilevel List Level
USE the document that is open from the previous exercise.
1. Select the bulleted list.
2. On the Home tab, in the Paragraph group, click the drop-down arrow on the Bullets
button. Previously in this lesson, you learned to change bullets—the same process is
used here.
3. Click the square bullet format in the Bullet Library.
4. Select the multilevel list you typed previously.
5. On the Home tab, in the Paragraph group, click the drop-down arrow on the Multilevel
List button. A menu appears.
6. Under List Library, click the third column in the top row. Notice the difference in the
numbering and alignment level.
7. SAVE the document as Discussion Outline Modified in the lesson folder on your flash
drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
Paragraph Formatting
123
SOFTWARE ORIENTATION
Tab Dialog Box
Tabs in Word insert blank spaces before or within text and paragraphs. You use the Tabs
dialog box, shown in Figure 4-32, to set and clear tabs in Word. Use this figure as a reference
throughout the remainder of this lesson as well as the rest of the book.
Key number to
position tab
Tab selector
Tabs on the ruler
can be dragged to
a new position
Default
tab stops
Click to select Leader
For tab settings,
click to set tab
position
Clears all tab
settings
Clears selected tab at
the tab stop position box
Figure 4-32
Tabs selector and dialog box
SETTING AND MODIFYING TABS
The Bottom Line
Take Note
Tabs are used to align text or numbers nicely in your document. The ruler can be used to set tabs
or for a more exact setting, use the Tabs dialog box. As you apply custom tabs to selected text, tabs
are applied to paragraphs. When the Enter key is pressed, the tab settings are carried forward into
the next paragraph.
To view tabs as they are being set, display nonprinting characters, as discussed in Lesson 1.
Setting Tabs on the Ruler
By default, left-aligned tab stops are set every half-inch on the ruler. To set a tab at a different
position on the ruler, you can click the tab selector at the left end of the ruler and a ScreenTip will
appear showing the type of tabs at the tab selector. Tabs are part of a paragraph formatting—the
selected text is affected by the tab setting or when modified. In this exercise, you learn to set tabs
on Word’s ruler.
Table 4-5 lists the types of tabs available in Word and their descriptions. To view tabs on the ruler,
place your insertion point in the paragraph.
After tabs are set, press the Tab key; the insertion point moves to the position set. To move a tab
stop to a different position on the ruler, click and drag the tab left or right to a new position.
124
Lesson 4
Table 4-5
Tab stops on the ruler
STEP BY STEP
Name
Button
Description
Left tab
Left-aligns text at the tab place indicated on the horizontal ruler
Center tab
Centers text at the place indicated on the horizontal ruler
Right tab
Right-aligns text at the place indicated on the horizontal ruler
Decimal tab
Aligns numbers around a decimal point at the place indicated on the
horizontal ruler
Bar tab
Inserts a vertical bar line at the place indicated on the horizontal ruler
Set Tabs on the Ruler
OPEN Per Diem from the data files for this lesson.
1. On the Home tab in the Paragraph group, click the Show/Hide ( ¶ ) button to show
nonprinting characters.
2. Place the insertion point on the blank line below the Meals & Incidentals Breakdown
heading.
tab appears.
3. Click the tab selector at the left of the ruler until the Center
The horizontal ruler is shown in Figure 4-33, displaying the different types
of tabs.
Figure 4-33
The horizontal ruler
with tab sets
Troubleshooting
Left tab
Center tab
Decimal tab
Bar tab
Right tab
If the horizontal ruler is not visible, click the View tab, and then add a check mark by Ruler.
4. Click the ruler at the 2.5-inch mark to set a Center
an inverted T.
tab. The Center tab appears as
5. Click the ruler at the 4-inch mark to set a Center tab. The ruler shows two tab settings.
6. Press Tab and type Chicago.
7. Press Tab and type New York.
8. Select the list of words starting with Breakfast and ending with Totals . When setting
tabs, tabs are part of the paragraph formatting—the selected text will be affected by
the tab settings after the Tab key is pressed.
9. Click the tab selector until the Right
tab appears—displays as an inverted L .
10. Click the ruler at the 1-inch mark to set a Right tab.
11. Deselect the list, and place the insertion point in front of each word in the list, and then
press Tab to align it at the Right tab. When setting a Right tab, press the Tab key with
existing text or press the Tab key, and then type the new text. The text characters are
aligned at the right and move to the left. Your document should look similar to the one
shown in Figure 4-34.
Paragraph Formatting
Figure 4-34
125
Right tab setting
Right tab formatting
12. SAVE the document as Per Diem First Draft in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Using the Tabs Dialog Box
The Tabs dialog box is useful for setting tabs at precise locations on the ruler, clearing all tabs,
and setting tab leaders. Tab leaders are symbols such as dotted, dashed, or solid lines that fill the
space before a tab (see Figure 4-35). In this exercise, you practice setting tabs and leaders using the
Tabs dialog box.
STEP BY STEP
Use the Tabs Dialog Box
USE the document that is open from the previous exercise.
1. Select the list of words starting with Breakfast and continuing to the end of the
document.
2. On the Home tab, in the Paragraph group, click the dialog box launcher to launch the
Paragraph dialog box.
3. Click the Tabs button on the bottom left of the Paragraph dialog box to display the Tabs
dialog box. In the Tabs dialog box, you should see the 1" Right tab setting that you set
in the previous exercise.
4. In the Tab stop position box, type 2.6. In the Alignment section, select Decimal. In the
Leader section, select 2, and then click Set. After setting individuals tabs, you must
click Set to position the tab setting.
5. In the Tab stop position box, type 4.1. In the Alignment section, select Decimal. In the
Leader section, select 2, and then click Set. Setting a leader provides a guide to the
next tab setting. Refer to Figure 4-35 and compare with your screen.
126
Lesson 4
Figure 4-35
Default tab stops at .5”
Tabs dialog box
Key tab position here
Alignment
Leaders
Clears all tab settings
Sets tab position
Clears one tab setting
6. OK to close the Tabs dialog box. Notice that nothing happens yet.
7. Place the insertion point after the word Breakfast and press Tab.
8. Type $10.98 and press Tab.
9. Type $12.50. Repeat this process for each line, typing the numbers shown in
Figure 4-36. Notice how the decimals align properly.
Figure 4-36
Tabs and tab leaders
formatting
Custom Decimal tab
settings with leaders
10. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Paragraph Formatting
Cross
Ref
127
In Lesson 1, you created the Welcome Memo and aligned text manually by pressing Tab twice.
Open the document from your Lesson 2 folder, delete the tabs, and set a left tab at the one-inch
marker using the ruler or dialog box.
Another Way
To open the Tabs
dialog box, double-click any tab
stop on the ruler. The Paragraph
dialog box can also be accessed
in the Page Layout tab. Also, you
can right-click on selected text.
STEP BY STEP
Moving Tabs
Tabs can be repositioned using your mouse pointer by dragging to a new position on the ruler or
opening the Tabs dialog box.
Move Tabs
USE the document that is open from the previous exercise.
1. Select the block of text beginning with Breakfast… and ending with …$63.49 . Include
the non-printing character ( ¶ ) in your selection.
2. Position the mouse pointer at 4.1" on the ruler until you see the Decimal Tab ScreenTip.
3. Press and hold the left mouse button and drag on the ruler to 5". Release the left mouse
button. Notice the Decimal Tab setting for the five lines is positioned at 5" on the ruler.
4. With the text still selected, position the mouse pointer at 2.6" on the ruler until you see
the Decimal Tab ScreenTip.
5. Press and hold the left mouse button and drag on the ruler to 3". Release the left mouse
button. Notice the Decimal Tab setting for the five lines is positioned at 3" on the ruler.
6. Select Chicago. Drag the center tab setting and position it at 3" on the ruler. Doubleclick the center tab on the ruler to open the Tabs dialog box—check the positioning of
the tab. Chicago should align nicely above the amounts.
7. Select New York. Drag the center tab setting and position it at 5" on the ruler. Doubleclick the center tab on the ruler to open the Tabs dialog box—check the positioning of
the tab. New York should align nicely above the amounts.
8. SAVE the document as Per Diem Final in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Clearing Tabs
Tabs can be removed by dragging them off the ruler, or you can use the Tabs dialog box to clear
one or all tabs. To remove a tab stop from the ruler, click and drag it off the ruler. When you
release the mouse button, the tab stop disappears. Or, open the Tabs dialog box, where you can
choose to clear one tab or all tabs. In this exercise, you practice clearing tabs from your document.
STEP BY STEP
Clear Tabs
USE the document that is open from the previous exercise.
1. Place the insertion point on the last line (Totals ).
2. Move your mouse pointer to the tab stop at 5" on the ruler. Wait for the ScreenTip to
appear.
3. Press and hold the mouse button and drag it off the ruler. Release the mouse button to
remove the tab stop. The New York amount moves to the left.
4. On the Home tab, in the Paragraph group, click the dialog box launcher to launch the
Paragraph dialog box.
5. Click the Tabs button on the bottom left of the dialog box to display the Tabs dialog box.
6. In the Tab stop position list, click 3", and then click Clear to clear that tab.
128
Lesson 4
7. Click the Clear All button to clear all tabs on that line.
8. Click OK to close the Tabs dialog box.
9. Select all the text on the Totals line and press the Delete button to delete it.
10. SAVE the document with the same filename, and then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
Setting Tab Stops
Tab stops can be reset from the default of 0.5 inch. Each time you press the tab key, the tab moves
half an inch on the ruler. Thus, by pressing the tab key twice, for example, the insertion point
moves to one inch on the ruler. In this exercise, you practice setting default tab stops.
STEP BY STEP
Set Tab Stops
1. OPEN a new blank document.
2. Press the Tab key once.
Another Way
Press Ctrl1N to
use the shortcut key to open a
new, blank document.
3. Press the Tab key two more times; the insertion point is now positioned at 1½ inches
on the ruler.
4. Press the Tab key three times; the insertion point moves to the 3-inch mark on the ruler.
Each time you press the Tab key, it advances half an inch on the ruler. By default, the
tab stops are set at half an inch.
5. Press Enter.
6. On the Home tab, in the Paragraph group, click the dialog box launcher.
7. In the Paragraph dialog box, click the Tabs button to open the Tabs dialog box.
8. Click the up arrow below Default Tab Stops until it stops at 1 inch. Click OK .
9. Press the Tab key three times and notice the insertion point on the ruler now stops at
every 1 inch.
STOP. CLOSE Word without saving the changes.
Take Note
Many of the predesigned document layout options in Word 2013 make it possible to create documents, such as an index or table of contents, without setting any tabs manually.
SKILL SUMMARY
In This Lesson, You Learned To:
Exam Objective
Objective
Number
Format Paragraphs
Set indentation.
2.2.7
Set Line Spacing in Text and Between
Paragraphs
Set line spacing.
Modify line spacing.
Set paragraph spacing.
2.2.5
3.3.4
2.2.4
Create and Format a Bulleted List
Add numbering or bullets.
Create custom bullets.
Modify list indentation.
Increase and decrease list levels.
3.3.1
3.3.2
3.3.3
3.3.5
Create and Format a Numbered List
Add numbering or bullets.
Modify numbering.
3.3.1
3.3.6
Create and Modify a Multilevel List
Set and Modify Tabs
Paragraph Formatting
129
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. Which of the following is NOT a type of indent?
a. Hanging
b. Negative
c. Positive
d. First-line
2. Which word(s) refers to how text is positioned between the top and bottom margins of
the page?
a. Horizontal alignment
b. Vertical alignment
c. Justified
d. Line spacing
3. Which line spacing command sets the spacing at a fixed amount that Word does not
adjust?
a. Exactly
b. Double
c. Multiple
d. At least
4. Where is the View Ruler button located?
a. In the Tabs dialog box
b. At the top of the vertical scroll bar
c. In the Paragraph group
d. It does not exist
5. What does dragging a tab off the ruler do?
a. Moves it to another position
b. Turns it into a left-aligned tab
c. Clears it
d. Hides it from view
6. Bullets can be defined by adding a:
a. symbol.
b. box.
c. picture.
d. all of the above.
7. Which property of borders can be changed in the Borders tab of the Borders and
Shading dialog box?
a. Color
b. Width
c. Style
d. All of the above
8. The inverted L sets which tab on the ruler?
a. Left
b. Right
c. Center
d. Decimal
9. Which tab setting do you use to align a list of currency values?
a. Decimal
b. Center
c. Right
d. Decimal with leaders
10. You can define a New Number format by selecting which of the following styles?
a. I, II, III
b. 1), 2), 3)
c. 1., 2., 3.
d. All of the above
130
Lesson 4
True/False
Circle T if the statement is true or F if the statement is false.
T F
1. Pressing the Enter key indents the first line of a paragraph.
T F
2. An indent is the space between a paragraph and the document’s left and/or
right margin.
T F
3. You can use the ruler to set tabs.
T F
4. A bar tab inserts a vertical bar line at the place indicated on the vertical ruler.
T F
5. Tab leaders are dotted, dashed, or solid lines that fill the space before a tab.
T F
6. The Clear Formatting command clears only the fonts applied to the selected
text.
T F
7. Horizontal alignment refers to the position of text with regard to the top and
bottom margins of a document.
T F
8. Centered vertical alignment aligns text between the top and bottom margin.
T F
9. Indents can be changed using the markers on the ruler.
T F 10. The shortcut to double-space a paragraph is Ctrl12.
Competency Assessment
Project 4-1: Creating an Expense Report for Blue Yonder Airlines
You are employed in the financial department at Blue Yonder Airlines and have been asked to
create a document to show expenses for fiscal years 2009–2012.
GET READY. LAUNCH Word if it is not already running.
1. OPEN a blank document.
2. SAVE the document as 4-1 Expense Report in the lesson folder on your flash drive.
3. Type BLUE YONDER AIRLINES, and press Enter.
4. Type Expense Report, and press Enter.
5. Set a center tab using the ruler at the 2", 3", 4", and 5" marks. Then at the left margin,
press the Tab key.
6. Type the following text: at the 2", type 2009, and press Tab ; at the 3", type 2010, and
press Tab ; at the 4", type 2011, and press Tab ; and at 5", type 2012, and press Enter.
7. Remove the center tab settings by dragging them off the ruler.
8. Select the paragraph mark, and then change the tab selector to Decimal. Set decimal
tabs at the 2", 3", 4", and 5" marks.
9. Type the following text and values:
Corporate Contracts, press Tab
$316.00 press Tab
$396.00 press Tab
$368.00 press Tab
$393.00 press Enter
Sky Diving, press Tab
$17.00 press Tab
$17.00 press Tab
$16.00 press Tab
$65.00 press Enter
Charter Flights, press Tab
$22.00 press Tab
$24.00 press Tab
$24.00 press Tab
$27.00 press Enter
Flight School, press Tab
$63.00 press Tab
$61.00 press Tab
$59.00 press Tab
$55.00
Paragraph Formatting
131
10. Center the title, BLUE YONDER AIRLINES . Change the font size for the title to 26 pt.,
bold, and apply the font color Blue-Gray, Text 2, Darker 50% .
11. Center the subtitle, Expense Report . Change the font size for the subtitle to 18 pt., bold,
and apply the font color Black, Text 1.
12. Select the years beginning with 2009 . . .2012, bold, and underline only words.
13. Use the multi-selection to select Corporate Contracts, Sky Diving, Charter Flights, and
Flight School, and bold.
14. Select the Page Setup dialog box launcher from the Page Layout tab, and then click the
Layout tab. In the Page group, change the vertical alignment to Center.
15. SAVE the document with the same filename in the lesson folder and CLOSE the file.
LEAVE Word open for the next project.
Project 4-2: General Performance Expectation Guidelines
In your job at Books and Beyond, you continue to work on documents that will be part of the
employee handbook.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Guidelines from the data files for this lesson.
2. SAVE the document as 4-2 Handbook Guidelines in the lesson folder on your flash drive.
3. In the third paragraph, select the two lines that begin Verbal discussion . . . and Written
warning . . . .
4. On the Home tab, in the Paragraph group, click the drop-down arrow next to the Bullets
button and select the solid circle.
5. Place the insertion point after the second item in the bulleted list and press Enter.
6. Type Termination as the third bulleted item.
7. Select the five double-spaced paragraphs beginning with abuse, misuse . . . and ending
with falsification, misinterpretation . . . .
8. Click the drop-down arrow next to the Bullets
button and click Define New Bullet .
9. Click the Symbol button, and then click the drop-down arrow in the Font box and select
Wingdings.
10. Scroll to the top of the Wingdings menu and select the solid diamond (character
code 116).
11. Click OK to close the Symbol dialog box, and then click OK to close the Define New
Bullet dialog box.
12. Select the remaining paragraphs beginning with insubordination, willful disregard . . .
and ending with engaging in conduct . . . .
13. Click the drop-down arrow next to the Bullets button and click Define New Bullet .
14. Click the Picture button, and then type handbook in the Search box for Office.com.
15. Select the first picture and then click Insert ; click OK to close the Define New Bullet
dialog box.
16. Select the image and change the font size to 20 pt.
17. Select the first, second, third, and last paragraph in the document. Avoid selecting the
bulleted lists.
18. On the Home tab, in the Paragraph group, click the Justify
button.
19. With the paragraphs still selected, apply the first-line indent by launching the
Paragraph dialog box.
20. Under Special, select the drop-down arrow and select First Line.
21. Click OK to close the Paragraph dialog box.
22. SAVE the document with the same filename in the lesson folder and CLOSE the file.
LEAVE Word open for the next project.
132
Lesson 4
Proficiency Assessment
Project 4-3: Blue Yonder Expense Report
You are now ready to format the expense report that you created in Project 4-1.
GET READY. LAUNCH Word if it is not already running.
1. OPEN 4-1 Expense Report from the data files for this lesson.
2. SAVE the document as 4-3 Expense Report Updated in the lesson folder on your
flash drive.
3. Select the heading Expense Report, and increase the Spacing After to 24 pt.
4. Select the four lines of text beginning with Corporate Contracts and ending with
$55.00, and sort text in ascending order.
5. With the text still selected, apply the Blue-Gray, Text 2, Lighter 80% shading.
6. SAVE the document with the same filename in the lesson folder and CLOSE the file.
LEAVE Word open for the next project.
Project 4-4: Phone List
Open a partially completed list of committee members. Your task is to type the phone numbers
by the committee members’ names, sort in ascending order, format using tabs, and save as a Word
document.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Phone List from the data files for this lesson.
2. SAVE the document as 4-4 Committee Phone List in the lesson folder on your flash
drive.
3. Select the whole document and create a Right tab setting at 6.5" with dot leaders,
and then type the phone number beside each name. The phone numbers should
align evenly between the left and right margins. Maintain a balanced look for your
document.
4. Type the following phone numbers next to each committee member:
Ted Bremer
555-9999
Hao Chen
555-8888
Alice Ciccu
555-7777
Josie Camacho
555-1111
Gioff Grisso
555-4444
Jose Lugo
555-3333
Naomi Solis
555-5555
5. Change the spacing after to 12 pt, font to Times New Roman, and font size to 12 pt to
the whole document.
6. Sort on the first column by text.
7. SAVE the document with the same filename in the lesson folder and CLOSE the file.
LEAVE Word open for the next project.
Paragraph Formatting
133
Mastery Assessment
Project 4-5: Developer Job Description
You are a content specialist at a software development company. Your supervisor asks you to format the job description for the developer position.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Developer from the data files for this lesson.
2. SAVE the document as 4-5 Developer Description in the lesson folder on your
flash drive.
3. Use the skills you learned in this lesson—such as alignment, line spacing, shading,
borders, tabs, and bulleted lists—to format the document as shown in Figure 4-37.
Be sure to follow these guidelines:
a. Display the Show/Hide.
b. Delete all of the paragraph marks (¶) in the document where a blank line appears.
c. For the title, apply the shading: Orange, Accent 6, Lighter 40% and set the paragraph
Spacing After to 24 pts.
d. Select the headings: Position Title, Position Objective, and Reports To and apply the
shading Orange, Accent 6, Lighter 80% .
e. Select the headings, Principle Accountabilities and Essential Duties of the Job and
Qualifications and apply a paragraph border with the Shadow setting ; Width: 2¼" ;
Color: Orange, Accent 6, Darker 50% .
f. Set the paragraph Spacing After to 12 pts. after the paragraph headings: Position
Title and Position Objective.
g. For the Reports To heading, set the paragraph Spacing After to 24 pts. after Director
of Development .
Figure 4-37
Developer job description
134
Lesson 4
h. Under the headings, Principle Accountabilities and Essential Duties of the Job and
Qualifications , apply the solid diamond bullets to the paragraphs.
i. At the beginning of the first bulleted item under Principle Accountabilities and
Essential Duties of the Job and Qualifications, set the paragraph Spacing Before to
12 pts.
j. After the last bulleted item under Principle Accountabilities and Essential Duties of
the Job, set the Spacing After to 18 pts.
4. SAVE the document with the same filename in the lesson folder and CLOSE the file.
LEAVE Word open for the next project.
Project 4-6: Rabbit Show
You are a volunteer at the annual Falls Village Fair, and you have been assigned to work on a
document about one of the exhibits. The person who created the document was not as familiar
with line spacing, tabs, and lists as you are, so you need to format the document as shown in
Figure 4-38.
Figure 4-38
Rabbit Show
GET READY. LAUNCH Word if it is not already running.
1. OPEN Rabbit from the data files for this lesson.
2. SAVE the document as 4-6 Rabbit Show in the lesson folder on your flash drive.
Paragraph Formatting
135
3. Make any adjustments necessary to format the tabs, line spacing, and lists as shown in
Figure 4-38, following these guidelines:
a. On the title, remove the first-line indent and make sure the alignment is set to center.
b. Select the first six lines under the heading, remove the first-line indent, and then
remove all existing tab settings and reset the tab settings to a right tab at 2" and 6"
with leaders.
c. Remove extra paragraph marks before and after Call Pat . . . and center.
d. Apply a bullet using a check mark under the heading Special Rules.
e. Remove the paragraph mark before the heading RABBIT PREMIUMS . Change the
paragraph spacing by setting the Spacing Before/After to 18 pts.
f. Select the items under RABBIT PREMIUMS and clear formatting. Beginning with
Pre-Junior and ending with Senior Class . . . apply the numbering list 1., 2., 3., 4..
4. SAVE the document with the same filename in the lesson folder and CLOSE the file.
CLOSE Word.
136
Circling Back 1
Circling Back 1
The National Association of Professional Consultants is a professional organization that serves a
varied membership of consultants. Each year, the association has a three-day professional development conference. The association is now planning the upcoming conference. As the association’s
membership manager, your job includes a wide variety of tasks related to organizing and communicating information about membership. In addition, you are working with the conference planning committee to help secure speakers for the conference and market the conference to members.
Project 1: Formatting a Letter
GET READY. LAUNCH Word if it is not already running.
1. OPEN the Conference Speaker letter from the Circling Back data files folder.
2. Customize the margins to 1" all around.
3. SAVE the document as Conference Speaker Letter in the lesson folder on your flash drive.
4. Replace the fields in the document by typing the following information:
[Your Name]: Susan Pasha
[Street Address]: 5678 Circle Street
[City, ST ZIP Code]: Kansas City, MO 64163
[Recipient Name]: Daniel Slade
[Title]: President, Strategies and Operations
[Company Name]: Montgomery, Slade and Parker
[Street Address]: 3333 Lakeside Way
[City, ST ZIP Code]: Chicago, IL 60611
[Recipient Name]: Mr. Slade
5. Change the date of the letter to June 15, 20XX.
6. Select the Susan Pasha heading and change the font size to 28 pt, and then change the
font color to Red, Accent 2, Darker 50%.
7. Select the next line and right-align the address and change the font size to 10 pt.
8. In the first sentence of the body of the letter, select travel agents’ and type consultants’.
9. In the second sentence, select Alpine Ski House in Breckenridge, Colorado and type
Lakeview Towers in South Lake Tahoe, California.
10. Select the text you just typed and bold.
11. Change the date of the evening to September 16 and bold.
12. In the last sentence of the letter, select convention and type conference.
13. Type Susan Pasha in the signature line, and then type her title, President, press
Shift1Enter and type National Association of Professional Consultants.
14. Display the documents to view as One Page.
15. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Project 2: Attachment
Create a document that will be sent to the staff and volunteers who are assisting with the National Association of Professional Consultants Conference. Update them on the upcoming events fees.
GET READY. LAUNCH Word if it is not already running.
1. OPEN a blank document.
2. SAVE the document as Conference Update in the lesson folder on your flash drive.
3. Type Update on Fees, and press Enter.
Circling Back 1
137
4. Set center tabs on the second line at 3.88" and 4.88".
5. Type the following titles on the second line:
Press Tab, Early Bird, and press Tab.
Regular, and press Enter.
6. Set two tab settings on the third line with a right tab and with dot leaders at 4" and 5".
Remove the previously set tabs.
7. Type the following:
Conference Registration, and press Tab.
$500, and press Tab.
$600, and press Enter.
Hotel Accommodations (per night), and press Tab.
$195, and press Tab.
$250, and press Enter.
Exhibitor’s Fee, and press Tab.
$250, and press Tab.
$350, and press Enter.
8. Adjust the tab stops and move them as follows:
Move the Center tab for the headings from 3.88 " to 4.88" and 4.88 " to 6.38".
Move the Right tab settings from 4" to 5" and 5" to 6.5".
9. Remove the tab settings in the paragraph below Exhibitor’s Fee.
10. Select the title and apply a Heading 1 style and center.
11. Apply a paragraph border with a 3D setting, Blue-Gray, Text 2, Darker 50%, with a
width of 3 pt.
12. SAVE the document in the lesson folder in your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Project 3: Finding and Replacing Text
You will work on a document and remove all formatting from the whole document, and use the
Find and Replace commands. You will apply styles to specific text and apply the paragraph spacing
after to the heading.
GET READY. LAUNCH Word if it is not already running.
1. OPEN the Group Info document from the lesson folder.
2. SAVE the document as Group Update in the lesson folder on your flash drive.
3. Remove all formatting in the document.
4. Select Lakeville.NET User’s Group and paste the phrase into both the Find what and
Replace with boxes of the Find and Replace dialog box.
5. In the Replace with box, replace the formatting with the following changes.
6. Select the Format button, select Font, select Bold, size 14, change the font color to Dark
Blue, Text 2, Darker 50%, and then select All caps. Click OK and then click Replace All.
Three occurrences are replaced.
7. Apply the Heading 2 style to FAQ. Change the font size to 22 pt, and then Bold.
8. Apply the Intense Reference style to How do I join your group?, When is the next
meeting?, How do I sponsor a meeting?, How do I receive the newsletter?, and
Locations and Directions.
9. Set the spacing after on the first line heading to 6 point. Center the heading.
Change the font size to the text About to match the remaining heading.
10. Apply a first line indent to the first paragraph.
11. SAVE the document with the updated changes and close the file.
PAUSE. CLOSE Word.
5 Managing Text Flow
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Setting Page Layout
Modify page setup.
1.3.1
Working with Breaks
Force page breaks.
Insert breaks to create sections.
2.3.5
2.3.2
Controlling Pagination
Prevent paragraph orphans.
2.3.1
Setting Up Columns
Create multiple columns within sections.
Add titles to sections.
2.3.3
2.3.4
Inserting a Blank Page into a Document
KEY TERMS
• columns
• hyphenation
• landscape orientation
• line break
• margins
• nonbreaking spaces
• orphan
• page break
• portrait orientation
• widow
138
© Yuri_Arcurs/iStockphoto
• section break
Managing Text Flow
139
Health Resources is a Fortune 500 company looking to relocate its corporate
headquarters. As a strategic associate for USA Health Resources, you are involved in the logistics for its relocation project. In particular, you are responsible
for creating a proposal and exploring the different options that Word has. In
this lesson, you learn to work with page layout, control paragraph behavior,
work with section and page breaks, reference lines quickly, create and format
columns, and insert a blank page.
© Yuri_Arcurs/iStockphoto
SOFTWARE ORIENTATION
The Page Layout Tab
Orientation menu
Breaks menu Line Numbers menu
Margins menu
Page Setup
dialog box
launcher
Size menu Columns menu Hyphenation menu
Figure 5-1
Page Layout
The Page Layout tab contains groups of commands that produce a formatted document’s layout for
the entire document or sections of the document. Commands in the Page Setup group (see figure 5-1)
allow you to set margins, change the document’s orientation, and adjust the paper size for the entire
document or sections in the document. Columns allow you to split your document into two or more
columns. Inserting section breaks into the document enables you to change the page setup for an existing section in the document without affecting the other pages in the document. The Show Line
Numbers commands allow you to reference specific lines in your document. The Hyphenation command provides options to hyphenate words in a document automatically or manually and the nonbreaking space wraps text to the next line to avoid awkward breaks at the right margin.
In the Paragraph group, Word contains features that control how a paragraph breaks within
the document and pages. You control the pagination in the document by preventing widow
and orphan lines of text to break in the document, or keeping text together, keeping lines
together, and determining where page breaks will occur in the document.
You can also manage the text flow in the document by creating multiple columns in a document, customizing the column settings, and inserting column breaks in the Page Setup group.
Although most of the commands you will use to control the layout of your document are
found on the Page Layout tab, there are a few other commands you might find helpful on the
Insert tab in the Pages group.
140
Lesson 5
SETTING PAGE LAYOUT
The Bottom Line
The layout of a page helps communicate your message. Although the content of your document is
obviously important, having appropriate margins, page orientation, and paper size all contribute
to the document’s readability and appearance.
Setting Margins
Margins are the white space that borders the top, bottom, and sides of a document. You can
change margins from Word’s default size of one inch using commands in the Page Set on group in
the Page Layout tab. You can choose preset options from a gallery or set Comize Margins in the
Page Setup dialog box. In the Page Setup group, click the Margins menu, and a set of predefined
margin settings are available for selection. Click the setting of your choice and the whole document
will reflect the changes. Click the Custom Margins command to display the Page Setup dialog box,
where you can specify custom margin sizes. In this exercise, you customize a document’s margins.
STEP BY STEP
Set Margins
GET READY. Before you begin these steps, be sure to launch Microsoft Word.
1. OPEN the Proposal file for this lesson.
2. Delete the extra blank lines above USA Health Resources .
3. On the Page Layout tab, in the Page Setup group, click the drop-down arrow to display
the Margins menu.
4. Choose Narrow, as shown in Figure 5-2. The margins are set to 0.50 from top, bottom,
left, and right.
Figure 5-2
Margins menu
Preset Margins
Opens the Page
Setup dialog box
Managing Text Flow
141
5. In the Page Setup group, click the drop-down arrow to display the Margins menu.
6. Click Custom Margins to open the Page Setup dialog box shown in Figure 5-3.
Figure 5-3
Page Setup dialog box
Margins can be
customized in the Page
Setup dialog box
The orientation of a
document. Portrait
is the default.
Preview area
Select how margin
settings are applied
1.3.1
7. Change the bottom, left, and right margins to 10 and the top margin to 2 0. Changing the
margins affects all pages within the document. Click OK .
8. SAVE the document as Draft Proposal in the lesson folder on your flash drive.
How would you change
margins in a document?
PAUSE. LEAVE the document open to use in the next exercise.
Selecting a Page Orientation
Another Way
The Page Setup
dialog box can also be
accessed through Backstage
by clicking File, Print, and Page
Setup..
A document’s orientation determines what direction the text extends across the page. A letter size
document in portrait orientation is 8 ½0 by 110 and the text extends across the shorter width of
the document, whereas a letter size document in landscape orientation is 110 3 8½0 and orients
the text extending across the longer dimensions of the page. As you plan and format a document,
you must choose its page orientation. In portrait orientation, which is commonly used for business documents, text extends across the shorter length of the document. Landscape orientation,
which is commonly used for brochures, graphics, tables, and so on, orients text across the longer
dimension of the page. In this exercise, you change a document’s orientation from portrait (the
default) to landscape.
142
Lesson 5
STEP BY STEP
Select a Page Orientation
USE the document that is open from the previous exercise.
1. In the Page Setup group of the Page Layout tab, click the drop-down arrow to display
the Orientation menu.
2. Select Landscape, as shown in Figure 5-4. The page orientation changes to Landscape.
Figure 5-4
Orientation menu
Portrait is the default
orientation
1.3.1
How would you change the
orientation in a document?
3. Click the File tab, and then click Print, to preview the document in Backstage view. On
the right side of the pane, the document displays in landscape and under Settings, you
see Landscape Orientation as the setting. Also, notice you can access the Page Setup
dialog box from the Print screen. It is good practice to preview your document before
printing to ensure the text will print correctly.
4. SAVE the document as Draft1 Proposal in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Choosing a Paper Size
Although the standard paper size of 8½0 3 110 is the default setting, Word provides several
options for formatting documents for a variety of paper sizes. Word provides preset document
sizes or you can customize the paper size by clicking the More Paper Sizes command. For instance,
invitations, postcards, legal documents, or reports all require a different paper size. Many printers
provide options for printing on different sizes of paper, and in some cases, you might need to
change or customize the paper size in Word as you format your document. Legal documents, for
example, must be formatted for 8½0 3 140 paper. In this exercise, you change the size of paper
from the default.
STEP BY STEP
Choose a Paper Size
USE the document that is open from the previous exercise.
1. In the Page Setup group of the Page Layout tab, click the drop-down arrow to display
the Orientation menu, and then select Portrait. The orientation is changed back to
portrait from the previous exercise.
2. From the Page Setup group of the Page Layout tab, click the drop-down arrow to
display the Size menu, and then select Legal, as shown in Figure 5-5.
Troubleshooting
If your printer cannot print on legal size paper, you won’t see legal size as an option here. You
should select another paper size instead.
Managing Text Flow
143
Figure 5-5
Size menu
Preset sizes for different
types of paper
Opens the Page
Setup dialog box
3. On the File tab, click Print to preview your document in Backstage view. On the right
side of the pane, the document displays in portrait orientation and legal size.
Cross
Ref
In Lesson 1, you learn to use the Quick Access Toolbar. To customize the Quick Access Toolbar,
click the down arrow and select Print Preview and Print.
4. Return to the document by clicking on the Return to Document button.
1.3.1
5. Click the Page Layout tab, and then click the drop-down arrow to display the Size
menu; next, select Letter.
6. SAVE the document as Draft2 Proposal in the lesson folder on your flash drive.
How would you change the
paper size in a document?
PAUSE. LEAVE the document open to use in the next exercise.
WORKING WITH BREAKS
The Bottom Line
Word automatically starts a new page in long documents when the text reaches the bottom of the
page. There might be times, however, when you will work with documents that contain various
objects or special layouts that require you to control where a page or section breaks. You can insert
144
Lesson 5
and remove these manual page breaks and section breaks, and you can control word hyphenation
or set nonbreaking spaces in Word.
Inserting and Removing a Manual Page Break
A page break is the location in a document where one page ends and a new page begins. You can
let Word determine where the break will occur, and you can also decide where to insert the manual
page break or set specific options for those page breaks. Manual page breaks display as a single
dotted line with the words Page Break in the center when you enable the Show/Hide button (as
shown in Figure 5-6). In Print Layout view, Word displays a document page by page, one after the
other. In this exercise, you learn to insert and remove a manual page break.
The Breaks menu contains options for inserting three types of Page Breaks:
• Page: Inserts a manual page break where one page ends and a new page begins.
• Column: Inserts a manual column break where text will begin in the next column after the
column break.
• Text Wrapping: Separates the text around objects on a web page, such as caption text from
body text.
STEP BY STEP
Insert and Remove a Manual Page Break
USE the document that is open from the previous exercise.
1. DELETE all blank lines above Proposal Description . The insertion point should be
positioned before P in the Proposal Description heading.
2. On the Insert tab, in the Pages group, click the Page Break button. A manual page break
is inserted and the Proposal Description paragraph is forced to the next page.
3. Scroll up to the first page and notice the page break marker that has been inserted and
that displays as a single dotted line, as shown in Figure 5-6. If you cannot see the page
break marker, make sure the command Show/Hide is turned on.
Figure 5-6
Page Break in Print
Layout view
Page break appears as
a single dotted
4. Scroll down and position the insertion point before the O in the Option 1 heading.
5. On the Page Layout tab, in the Page Setup group, click the drop-down arrow to display
the Breaks menu. The Breaks menu appears, as shown in Figure 5-7.
Managing Text Flow
145
Figure 5-7
Breaks menu
The two types of breaks are
Page Breaks and Section Breaks
6. Select Page from the menu and a manual page break is inserted, and text is forced
to the next page.
7. Position the insertion point before the O in the Option 2 heading and repeat steps
5 and 6.
8. Position the insertion point before the O in the Option 3 heading and press Ctrl + Enter
to enter a manual page break using the keyboard shortcut.
9. SAVE the document as Draft3 Proposal in the lesson folder on your flash drive.
10. Click the View tab, change the view to Draft, and review the page breaks in your
document.
11. Return to the Print Layout view.
12. Scroll to the second page and notice the manual page break marker, shown in Figure 5-8.
146
Lesson 5
Figure 5-8
Manual page break
with hidden formatting
marks displayed
Second page displays hidden
marks and manual page break
13. On page 2, select the Page Break marker.
14. Press the Backspace key. The page break is deleted, and text from the next page is
moved to page 2.
15. Scroll up to page 1, select the Page Break marker below the last paragraph in
Description, and press the Backspace key. The Proposal Description heading is moved
to page 1.
16. Select the remaining Page Break markers and press Delete.
17. Keep the document open without saving the changes made in the last three steps.
PAUSE. LEAVE the document open to use in the next exercise.
Take Note
2.3.5
How would you insert a
manual page break?
Click the Show/Hide
button to view page breaks and section breaks for editing purposes.
Inserting Section Breaks
A section break is used to create multiple sections in the same document. You can even create
different sections on the same page. Each section can have its own layout or formatting. You can
use section breaks to create a section in your document that contains a page with margins and
orientation that is different from the remainder of the document. A section breaks appears with a
dotted double line, labeled Section Break. You can select and delete section breaks just as you can
remove page breaks. In this exercise, you insert a continuous section break and then change the
margins for that section.
There are four available options for creating Section Breaks in Word, as shown in Table 5-1.
Managing Text Flow
Table 5-1
Types of Section Breaks
STEP BY STEP
Type
Description
Next Page
Inserts a section break and starts the new section on
the next page
Continuous
Inserts a section break and starts the new section on
the same page
Even Page
Inserts a section break and starts the new section on
the next even-numbered page
Odd Page
Inserts a section break and starts the new section on
the next odd-numbered page
147
Insert a Section Break
USE the document that is open from the previous exercise.
1. Press Ctrl + Home to move to page 1 and position the insertion point after Relocation
Proposal.
2. On the Page Layout tab, in the Page Setup group, click the Breaks button.
3. Under Section Breaks, select Continuous. A Continuous Section Break is inserted,
which begins a new section on the same page.
4. Position the insertion point on the blank line before P in Prepared for. . .
5. On the Page Layout tab, in the Page Setup group, click the Breaks button.
6. In the Section Breaks section of the menu, select Next Page. A next page section break
is inserted in your document, as shown in Figure 5-9. Inserting a section break allows
you to format the page without affecting the other pages in the document.
Figure 5-9
Section breaks
Continuous
section break
Section breaks appears
as double dotted lines
7. Position the insertion point before the O in the Option 1 heading.
8. On the Page Layout tab, in the Page Setup group, click the Breaks button.
9. Under Section Breaks, select Next Page. The Next Page break begins a new section
on the following page.
10. Place the insertion point on page 1 and select the three line headings to include
the blank line below.
11. Click the dialog box launcher in the Page Setup group to display the Page Setup
dialog box.
12. In the Margins tab using Custom Margins, change the top margin from 20 to 10. In the
lower-left corner of the dialog box, notice the Apply to section displays as Selected
sections.
13. Click the Layout tab and under the Page section, Vertical alignment, select Center,
and then click OK . The changes made in the Layout tab are applied to this section.
148
Lesson 5
14. Click the File tab, and then click Print to preview your document in Backstage view.
The first page is vertically centered, as shown in Figure 5-10; whereas the remaining
pages are vertically aligned at the top with a 20 margin. Use the Next Page
button
in Backstage to go to the next page. Then use the Previous Page
button to return to
page 1.
Figure 5-10
Vertical centering
on first page
Document with section break
and vertical centering
2.3.2
How would you insert a
continuous break?
Vertical alignment at top
on second page
15. Click the Return to Document button.
16. Position the insertion point anywhere on page 3.
17. In the Page Setup group, click the dialog box launcher to display the Page Setup dialog
box.
18. In the Margins tab, change the top margin from 20 to 10.
19. Click OK . The margins for pages 3 and 4 are set to 10.
2.3.2
20. SAVE the document as Draft4 Proposal in the lesson folder on your flash drive.
21. Remove each of the section breaks that you have applied.
How would you insert a
next page break?
2.3.2
How would you insert an
even-numbered page break?
2.3.2
How would you insert an
odd-numbered page break?
22. On the first page, position the insertion point before the P in Prepared for.
23. On the Page Layout tab, in the Page Setup group, click the Breaks button.
24. Under Section Breaks in the Breaks menu, select Even Page to start a new section
on the next even-numbered page. The status bar reads PAGE 2 of 3 .
25. Position the insertion point before O in the Option 1 heading.
26. On the Page Layout tab, in the Page Setup group, click the Breaks button.
27. Select Odd Page to start a new section on the next odd-numbered page. The status bar
reads PAGE 3 of 4 . Section breaks have been inserted for both even and odd pages.
28. SAVE the document as Draft5 Proposal in the lesson folder on your flash drive, and
then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
Section breaks can be used to change types of formatting for:
• Columns
• Footnotes and endnotes
• Headers and footers
• Line numbering
• Margins
• Page borders
Managing Text Flow
149
• Page numbering
• Paper size or orientation
• Paper source for a printer
• Vertical alignment of text on a page
Take Note
Remember that when you delete a section break, you remove the section formatting as well.
Using Hyphenation
Hyphens, shown as the punctuation mark - , are used to join words and separate syllables of a single
word. When a word has a hyphen, the different parts of the word can appear on different lines.
By default, hyphenation is off in Word; all words appear on a single line, rather than hyphenated
and split between lines. As you format a document, however, you might need to determine when
to apply a hyphen. In this exercise, you practice using Word’s hyphenation feature.
Note the differences here between a document with hyphenation and one without hyphenation.
Without hyphenation:
As a strategic associate for USA Health Resources, you are
involved in the logistics for their relocation project.
With hyphenation:
As a strategic associate for USA Health Resources, you are involved in the logistics for their relocation project.
STEP BY STEP
Insert Hyphens in a Document
OPEN Relocation Proposal from the data files for this lesson.
1. On the Page Layout tab, in the Page Setup group, click the Hyphenation drop-down
arrow.
2. Select Automatic ; review your document.
3. Click the drop-down arrow to display the Hyphenation menu and select None, as
shown in Figure 5-11.
Figure 5-11
Hyphenation menu
Hyphenation menu
Hyphenation Options
150
Lesson 5
4. Click the Hyphenation drop-down arrow again, and select Manual. The Manual
Hyphenation dialog box stops at the first suggested text for hyphenation (headquarter ),
as shown in Figure 5-12.
Figure 5-12
Manual Hyphenation
dialog box
5. Click Yes. Manual Hyphenation allows you to determine where to hyphenate the word
by clicking Yes, No, or Cancel, and you can decide where to position the insertion
point.
6. Click No to review.
7. Click Yes to headquarters .
8. Click No to issue, seeking, and ample .
9. Click Yes to technology and location.
10. When Word stops at transportation, move the insertion point to the third hyphen (after
“ta” ) and click Yes.
11. Click No to proximity and Yes to business .
12. A message box appears when Word has completed the process of searching for words
to hyphenate within the document. Click OK .
13. SAVE the document as Relocation1 Proposal in the lesson folder on your flash drive.
14. Click the Hyphenation drop-down arrow and select Hyphenation Options to open the
Hyphenation dialog box, as shown in Figure 5-13.
Figure 5-13
Hyphenation dialog box
Restrict the number of
hyphens in the document
15. Click the check box to Automatically hyphenate document.
16. Click OK . The document is automatically hyphenated.
17. Click the Hyphenation drop-down arrow and select Hyphenation Options to open the
Hyphenation dialog box.
18. Click the up arrow to set the Limit Consecutive Hyphens to 2 . Click OK . The number of
hyphens in the document is restricted once the default is changed from No Limit.
19. SAVE the document as Relocation2 Proposal in the lesson folder on your flash drive.
PAUSE. LEAVE Word open to use in the next exercise.
Inserting Line Numbers
Displaying the line numbering makes it easy to reference specific places in the document. Line
numbering places a number to the left of each line. You can start a new number by page or section
or suppress line numbers. In this exercise, you enable the line numbering.
Managing Text Flow
STEP BY STEP
151
Insert Line Numbers
USE the document that is open from the previous exercise.
1. On the Page Layout tab, in the Page Setup group, click the Line Numbers drop-down
arrow to display the menu as shown in Figure 5-14. By default, None is selected.
Figure 5-14
Line Numbers menu
Line Numbers menu
Line Numbering Options opens the
Page Setup dialog box
2. Select Continuous. The line numbering is now turned on and each line where text
appears is numbered.
3. Press Ctrl + G to use the Go To command. Select Line in the Go to what section, and
then type 25 in the Enter line number box.
4. Click the Go To button. The insertion point is now placed at the beginning of line 25
Click Close.
5. Click Breaks and insert a Next Page section beak. Notice that line 25 is now on page 2.
6. The insertion point is resting on page 2 on line 25.
7. Click the Line Numbers button to display the menu and select Restart Each Section.
The line numbering begins at 1.
8. SAVE the document as Relocation3 Proposal in the lesson folder on your flash drive,
and then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
Workplace
Ready
USE LINE NUMBERS TO REFERENCE QUICKLY
Showing line numbers can be used for legal documents or for documents that a team group is
reviewing. It is easier to reference the line number rather than “paragraph 6, second sentence”,
which saves time from having to look for text.
Inserting Nonbreaking Spaces
Word determines when to wrap text to the next line as it reaches the right margin. In some instances,
you might want to keep the text together on the same line, such as for a date (November 19, 20XX),
a telephone number (999) 888-5555), a proper name (LA Martinez), and so on. In this exercise, you
learn to insert nonbreaking spaces in Word, to keep selected text on a single line.
152
Lesson 5
STEP BY STEP
Insert a Nonbreaking Space
OPEN the document Employment Offer Letter from the lesson folder.
1. On the Home tab, in the Paragraph group, click the Show/Hide
hidden marks on the page.
button to display
2. In the first paragraph of the body of the letter at the end of the second line, the month
and day are in two separate lines.
Another Way
Using the shortcut
keys Ctrl1Shift1Space bar is a
quick way to insert
a nonbreaking space.
3. Place your insertion point after the r in November. Select the nonprinting space mark
between “November” and “3”.
4. Click the Insert tab, and in the Symbols group, click the drop-down arrow on Symbol,
and then click More Symbols to open the Symbol dialog box.
5. Click the Special Characters tab, and then select the Nonbreaking Space option in the
Character list. Click Insert, and then click Close. Inserting a nonbreaking space prevents
the month and date from separating.
6. SAVE the document as Employment Confi rmed in the lesson folder on your flash drive,
and then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
Troubleshooting
To keep text together, you must select all spaces between words and insert the nonbreaking
space option in the Symbol dialog box.
Inserting Line Breaks
Using the line break instead of beginning a new paragraph keeps text together when changing
the alignment in a document. For instance, if you create a title page that contains three headings
separated with line breaks, there is no need to select text when changing the alignment. Because
all three headings are still part of the same paragraph, placing the insertion point anywhere in one
of the headings lets the lines move together when changing the alignment to center, align right, or
align left. A nonprinting curved left arrow appears in the document showing that you have used
the line break command. In this exercise, you learn to insert a line break in Word, to align text
together.
STEP BY STEP
Insert a Line Break
1. OPEN a blank document and turn on the Show/Hide.
2. Type USA Health Resources.
3. Press Shift + Enter to insert a line break. Notice the left arrow appears at the end of the
line instead of the paragraph mark, and the insertion point is moved to the next line.
4. Type Corporate Headquarters.
5. Press Shift + Enter to insert a line break.
6. Type Relocation Proposal.
7. Press Enter. Notice a paragraph mark appears at the end of this line indicating the start
of a new paragraph.
8. Place the insertion point in the second heading, and then click Center. Notice how all
lines move together. Change the alignment to align right then to align left, then center.
9. SAVE the document as Title with Line Breaks in the lesson folder on your flash drive,
and then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
Managing Text Flow
153
CONTROLLING PAGINATION
The Bottom Line
A well-organized and formatted document captures and maintains the reader’s attention. Microsoft
Word allows you to control how your text flows onto different pages.
Controlling Widows and Orphans
To maintain an appealing appearance and readable content, you might need to keep the first or
last line of a paragraph from appearing alone on the page. Word provides options for keeping
text lines together and avoiding single lines of text at the top or bottom of a page. By default, the
Widow and Orphan control is enabled. In this exercise, you manage Word’s Widow/Orphan
control.
A widow is the last line of a paragraph that appears as a single line of text at the top of a page as
shown in Figure 5-15.
Figure 5-15
A widow at the top of a page
Widow
An orphan is the first line of a paragraph that appears alone at the bottom of a page as shown in
Figure 5-16.
Figure 5-16
An orphan at the bottom
of a page
Orphan
154
Lesson 5
STEP BY STEP
Turn on Widow/Orphan Control
OPEN the Checking document from the data files for this lesson.
1. Scroll to the top of page 2 and notice the widow experience . . . at the top of the page.
2. On page 1 of the document, place the insertion point anywhere in the paragraph under
Preferred Checking.
3. On the Home tab, in the Paragraph group, click the dialog box launcher. The Paragraph
dialog box appears.
4. Click the Line and Page Breaks tab, as shown in Figure 5-17.
Figure 5-17
Paragraph dialog box
By default, Widow/Orphan
Control is on
Another Way
The Paragraph
dialog box can be opened in
one Page Layout tab, in
Paragraph group.
2.3.1
How do you prevent an
orphan from occurring in
a document?
5. If necessary, . . . In the Pagination section, click the check box to select Widow/Orphan
control ; then click OK. Notice that another line of the paragraph moves to the second page.
6. SAVE the document as Checking Choices in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Keeping a Paragraph’s Lines on the Same Page
To keep all sentences of a paragraph on the same page, you can use Word’s Keep lines together
command. By default, the Keep Lines Together feature in Word is off. To keep the lines of a paragraph together, select the paragraph; then open the Paragraph dialog box and click to select the
Keep lines together check box from the Line and Page Breaks tab. In this exercise, you practice
keeping lines together on the selected paragraph.
Managing Text Flow
STEP BY STEP
155
Keep Lines Together
USE the document that is open from the previous exercise.
1. Place the insertion point anywhere in the two lines under Preferred Checking.
2. On the Home tab, in the Paragraph group, click the dialog box launcher. The Paragraph
dialog box appears.
3. On the Line and Page Breaks tab, in the Pagination section, click to select the Keep
lines together check box; then click OK . Notice that the two lines that were at the
bottom of page 1 moved to page 2.
4. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Keeping Two Paragraphs on the Same Page
Word considers any line of text followed by a paragraph mark to be a paragraph. For instance,
when you press Enter after typing a heading, the heading becomes a paragraph. To keep two paragraphs on the same page, you select both paragraphs, and then in the Line and Page Breaks tab of
the Paragraph dialog box, click to select the Keep with next check box. In this exercise, you practice
keeping two paragraphs together on the same page, such as a heading and the text below it, using
Word’s Keep with next command.
STEP BY STEP
Keep Two Paragraphs on the Same Page
USE the document that is open from the previous exercise.
1. Place the insertion point in the Preferred Checking heading.
2. Launch the Paragraph dialog box. The Paragraph dialog box appears.
3. On the Line and Page Breaks tab, in the Pagination section, click to select the Keep with
next check box; then click OK . Notice that the two paragraphs (the heading and
paragraph that follows) are together and have moved to page 2.
4. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Forcing a Paragraph to the Top of a Page
Automatic page breaks usually occur at acceptable places in a Word document, but there might
be times when you need to force a paragraph to the top of a page. When you use this type of page
break in your document, a nonprinting character ( j ) appears beside the text. In the previous exercise, you should also see this nonprinting character mark. This lets you know that a formatting
change has been made in the document. To remove this type of page break, you need to change
the paragraph formatting. In this exercise, you practice inserting a page break before a paragraph,
to force the paragraph to the top of the next page.
STEP BY STEP
Force a Paragraph to the Top of a Page
USE the document that is open from the previous exercise.
1. Position the insertion point before the S in the Senior Preferred Checking heading.
2. On the Home tab, in the Paragraph group, click the dialog box launcher. The Paragraph
dialog box appears.
156
Lesson 5
3. On the Line and Page Breaks tab, click to select the Page break before check box; then
click OK . Using this command forces text to the top of a new page. Notice that you
cannot actually see a page break in the document.
4. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
SETTING UP COLUMNS
The Bottom Line
Columns are vertical blocks of text in which text flows from the bottom of one column to the
top of the next. Newspapers, magazines, and newsletters are formatted in columns to add interest and improve readability. Text formatted into columns produce shorter lines and a white
space between columns. By default, Word documents are formatted as single columns, but you
can change that formatting to display multiple columns or columns of varying widths. When
adjusting column formatting, column breaks are used to move text to the next column. Also,
a document can be formatted with many different column configurations within the same
document.
Creating Columns
In this exercise, you practice creating columns within an existing Word document.
STEP BY STEP
Create Columns
USE the document that is open from the previous exercise.
1. Change the left and right margins to 1”.
2. Place the insertion point in front of F in Free Checking on page 1.
3. On the Page Layout tab, in the Page Setup group, click the drop-down arrow to display
the Columns menu. The Columns menu appears, as shown in Figure 5-18.
Figure 5-18
Columns menu
Preset column settings
Opens the Columns dialog box
Managing Text Flow
157
4. Select Two. The text in the document is formatted into two columns. Notice that Senior
Preferred Checking starts at the top of a new page because it is still formatted with a
page break before.
5. SAVE the document as Checking Draft in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Troubleshooting
When formatting existing text into columns, avoid selecting the document’s title heading if
you want to keep it as a single column.
Formatting Columns
In addition to Word’s common column formats, you can customize column formats to fit the
text and the purpose of your document. By default, when you click the Columns button and
select from the Columns menu options, the whole document is formatted as columns. Using the
Columns dialog box, you can apply column formatting to the whole document or a selected part
of the document only. You also can change a document formatted in multiple columns back to a
single-column document. In this exercise, you learn to format multiple columns in Word.
On the Page Layout tab, in the Page Setup group, the Columns menu lists these options for
creating common column formats:
• One: Formats the text into a single column
• Two: Formats the text into two even columns
• Three: Formats the text into three even columns
• Left: Formats the text into two uneven columns—a narrow one on the left and a wide one on
the right
• Right: Formats the text into two uneven columns—a narrow one on the right and a wide one
on the left
• More Columns: Contains options for customizing columns
Click the Line Between box in the Columns dialog box to insert a vertical line between columns.
STEP BY STEP
Format Columns
USE the document that is open from the previous exercise.
1. The insertion point should be positioned in front of Free Checking.
2. On the Page Layout tab, in the Page Setup group, click the drop-down arrow to display
the Columns menu.
3. Select More Columns. The Columns dialog box appears, as shown in Figure 5-19.
158
Lesson 5
Figure 5-19
Columns dialog box
Preset column
options
Insert Line between
columns
Change the number of columns
Column width can be
automatically set or
adjusted manually
Preview area
Spacing refers to space
between columns
4. In the Number of columns box, type 3 or click the up arrow once. By changing the
number of columns, the width automatically changes.
5. Click the Line between check box to add a check mark. This option places a vertical line
between the columns.
6. Click OK . Notice that the document is now formatted in three columns.
7. Position the insertion point before the S in the Senior Preferred heading. The page
break before that was added previously in this lesson will be removed in the next step.
8. Open the Paragraph dialog box. In the Line and Page Breaks tab of the dialog box, click
to deselect the Page break before box and click OK . The Page break before command is
removed from the document and the text moves to the previous page.
9. On the Page Layout tab, change the Orientation option to Landscape.
10. Change the paper size to Legal (if your printer can print legal documents).
11. Click Margins, and then click Custom Margins to open the Page Setup dialog box.
Change the Top and Bottom margin settings to 0.50, and in the Apply To selection box
at the bottom of the Margins tab, notice that this affects the Whole Document.
12. Click OK . The document now fits to one page.
2.3.3
How would you create
multiple columns within a
document?
2.3.4
How would you add a
heading to an existing
document?
13. Place the insertion point in front of the V in Value Checking. Click the drop-down arrow
to display the Breaks menu; then select Column to insert a column break. Value
Checking and the text below move to the second column.
14. Place the insertion point in front of the P in Preferred Checking and click the drop-down
arrow to display the Breaks menu, and then select Column break. Preferred Checking
and the text below move to the third column.
15. Place the insertion point in front of the S in Senior Preferred Checking and click the
drop-down arrow to display the Breaks menu, and then select Column. The text is
moved to the top of the next page.
16. Select the two headings beginning with First Bank . . . Personal Checking Choices .
17. Click the drop-down arrow in Columns and select One. The first two headings are now
single columns.
18. Press the Enter key after the s in Choices . Notice the Continuous Section Break
separating the heading in one column and the text formatted in three columns
(as shown in Figure 5-20).
Managing Text Flow
159
Figure 5-20
Formatted document
with columns
19. Click Undo.
20. Select the two headings and on the Home tab, and in the Paragraph group, click the
button. Applying the Center feature does not affect the text in the columns.
Center
21. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Changing Column Widths
Column widths can be even or you can specify varying column widths. Word provides an option
to keep the columns the same by selecting the Equal Column Width option. Column width and
spacing settings are displayed in the Columns dialog box for the first column only and can be set
to a specific width. When the settings are changed for the width, all columns will be affected with
the changes. In this exercise, you learn to change column widths in Word documents.
STEP BY STEP
Change Column Widths
USE the document that is open from the previous exercise.
1. Place your insertion point anywhere in the first column.
2. On the Page Layout tab, in the Page Setup group, click the drop-down arrow to display
the Columns menu.
3. Select More Columns. The Columns dialog box appears.
4. Type 4 in the Number of columns box or click the up arrow. Changing the columns
automatically changes the width of the column. This two-page document is now
a one-page document.
5. Select the text in the Width box and type 3.
6. Press the Tab key to move to the Spacing box. Notice that the spacing adjusted
automatically to .330.
7. Click OK . The Apply to section affects only the columns.
8. Review the document in Backstage using the Print screen. Notice the heading, Free
Checking, is not aligned vertically with the other headings. To correct this, decrease the
Spacing Before to zero. Review the document again, and notice the headings are
aligned evenly to create a balanced appearance in the document.
160
Lesson 5
Take Note
To change the paragraph spacing, click the Page Layout tab, and then change the spacing in the
Paragraph group.
9. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Add a Single Column to an Existing Document with Multiple Columns
USE the document that is open from the previous exercise.
1. Change the left and right margins to 0.50 and apply it to the whole document.
2. In the fourth column, in the last bulleted point, place your insertion point after e in
Guarantee and press Enter.
3. Remove the bullet by selecting None in the Bullet Library.
4. Type WE VALUE YOUR BUSINESS! Then select the text.
5. In the Paragraph group of the Page Layout tab, change the Left indent to 0 0.
6. Change the Spacing After to 0 pt to reduce the spacing.
2.3.3
How would you create
multiple columns within a
document?
7. In the Page Setup group, click the drop-down arrow to display the Columns menu and
select One.
8. Center, bold, increase the font size to 22 pt and change the font color to dark blue. The
final document should remain on one page.
9. SAVE the document as Checking Final in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
INSERTING A BLANK PAGE INTO A DOCUMENT
The Bottom Line
When creating or editing a document, you might need to insert a blank page to add more text,
graphics, or a table. Rather than pressing the Enter key enough times to insert a blank page, Word
provides a Blank Page command.
Inserting a Blank Page
You can insert a blank page at any point within a document—the beginning, middle, or end. To
insert a blank page, position the insertion point and click the Blank Page command in the Pages
group on the Insert tab. To delete a blank page, use the Show/Hide ( ¶ ) button to display hidden
characters, and then select and delete the page break. In this exercise, you practice inserting a
blank page in the middle of the document.
STEP BY STEP
Insert a Blank Page
USE the document that is open from the previous exercise.
1. Position the insertion point before the F in Free Checking.
2. On the Insert tab, in the Pages group, click Blank Page (see Figure 5-21). Page 2 is a
blank page. The headings are left on page 1. Page 2 is a blank page and the text is
moved to page 3. Notice that Word inserted two page breaks to create the blank page.
Managing Text Flow
161
Figure 5-21
Blank page
Blank page command
inserts a blank page at the
insertion point
3. Click the Undo
button on the Quick Access Toolbar.
4. SAVE the document with the same filename in the lesson folder on your flash drive,
and then CLOSE the file.
STOP. CLOSE Word.
SKILL SUMMARY
In This Lesson, You Learned To:
Exam Objective
Objective Number
Set Page Layout
Modify page setup.
1.3.1
Work with Breaks
Force page breaks.
Insert breaks to create
sections.
2.3.5
2.3.2
Control Pagination
Prevent paragraph orphans.
2.3.1
Set Up Columns
Create multiple columns
within sections.
Add titles to sections.
2.3.3
2.3.4
Insert a Blank Page into a Document
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. What is the term for the last line of a paragraph when it is left alone at the top
of a page?
a. Orphan
b. Widow
c. Widow/Orphan Control
d. Keep Lines Together
162
Lesson 5
2. What is the first line of a paragraph that is left alone at the bottom of a page called?
a. Widow
b. Orphan
c. Widow/Orphan Control
d. Keep Paragraphs Together
3. Pressing Ctrl+ Enter produces what?
a. A section break
b. A tight paragraph
c. A manual page break
d. A continuous break
4. Which of the following is used to create layout or formatting changes in a portion
of a document?
a. Section break
b. Page break
c. Next Page break
d. Text wrapping
5. Which of the following is used to move vertical blocks of text from the bottom
of one block of text to the top of the next block of text (on the same page)?
a. Column breaks
b. Section breaks
c. Two columns
d. Three columns
6. Which of the following inserts an empty page at the insertion point?
a. Alt + Enter
b. Blank Page command
c. Page Break command
d. Both b and c
7. Which of the following displays the Columns dialog box?
a. The Insert tab
b. More Columns command
c. Right-click
d. All of the above
8. Which of the following is used to keep two adjacent words on the same line?
a. Keep lines together
b. Keep paragraphs together
c. Nonbreaking space
d. Nonbreaking hyphen
9. Hyphens are used to:
a. join words.
b. separate syllables.
c. break single words into two parts.
d. All of the above
10. Which of the following is true of the Manual Hyphenation command?
a. It automatically stops at a word and asks you to decide where to hyphenate.
b. It hyphenates words automatically.
c. It does not allow hyphenating on any words.
d. None of the above.
True/False
Circle T if the statement is true or F if the statement is false.
T F
1. A page height that is larger than the page width is characteristic of portrait
orientation.
T F
2. In Word, the default margin size is 1.5 inches for the top, bottom, left, and right
margins.
T F
3. Columns are blank spaces on the sides, top, and bottom of a document.
T F
4. Paper size refers to landscape or portrait orientation.
T F
5. Widow/Orphan Control is on by default.
T F
6. A column break moves text from one column to the next.
Managing Text Flow
T F
7. Use Widow/Orphan Control to keep all lines of a paragraph together on the
same page.
T F
8. When you insert a next page break, you CANNOT go back and delete it.
T F
9. A Continuous section break starts the new section on the next page.
163
T F 10. A page break is the location in a document where one page ends and a new
page begins.
Competency Assessment
Project 5-1: Formatting the YMCA Newsletter
Format some data for the YMCA into a two-column newsletter.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Y News from the data files for this lesson.
2. SAVE the document as 5-1 YMCA Newsletter in the lesson folder on your flash drive.
3. Click the Show/Hide
button to enable.
4. Position the insertion point before the M in the heading, Mother’s Day Out . . . .
5. On the Page Layout tab, in the Page Setup group, click the Breaks button and select
Continuous from the menu.
6. In the Page Setup group, click the Columns button and select Two. Notice that all the
text under the section break is now in two columns.
7. Position the insertion point before the F in the Fall Soccer . . . heading.
8. Click the Breaks button and select Column. The heading and text move to the next
column.
9. Click the Columns button and select More Columns.
10. In the Columns dialog box, click the up arrow on the Width box to change to 2.8. The
number in the Spacing box should adjust to .9 0.
11. Click the Line between box and click OK . The column width is increased and a vertical
line is placed between the columns.
12. Place the insertion point on the second paragraph mark under the box at the end of the
document and type The Get Movin’ Challenge!
13. Select the text, and then click the Columns button from the Page Setup group and
select One. With the text still selected, center, bold, increase the font size to 20 pt, and
change the color to dark red. The document should fit on one page.
14. Click the Show/Hide
button to turn off.
15. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Project 5-2: Computer Use Policy
You are updating First Bank’s computer use policy and you need to adjust the flow of text on
the page.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Books Beyond from the data files for this lesson.
2. SAVE the document as 5-2 Books Beyond in the lesson folder on your flash drive.
3. On the Home tab, in the Paragraph group, click the dialog box launcher. On the Line
and Page Breaks tab, click to select the Widow/Orphan control box and click OK .
Turning on the Widow/Orphan control affects the whole document.
164
Lesson 5
4. On the Page Layout tab, in the Page Setup group, click the drop-down arrow by Line
Numbers and select Continuous.
5. Select lines 30 through 38.
6. Open the Paragraph dialog box. On the Line and Page Breaks tab, click the Keep with
next and Keep lines together check boxes, and then click OK . The paragraph is no
longer split between pages, and the heading, Introduction, appears on the same page
as the following paragraph.
7. Position the insertion point before the G in the General Performance Expectation
Guidelines heading. You should be on line 56.
8. On the Home tab, in the Paragraph group, click the dialog box launcher. On the Line
and Page Breaks tab, click the Page break before check box and click OK . The
paragraph moves to the next page.
9. Press Ctrl + Home to move the insertion point to the beginning of the document.
10. Click the Page Layout tab and in the Page Setup group, click the Hyphenation button,
and then click Hyphenation Options. Click to select the Automatically hyphenate
document check box, with a consecutive hyphens limit of 3.
11. Click OK .
12. Position the insertion point anywhere on the second page.
13. In the Page Setup group, click the Line Numbers button and select Restart Each Page.
14. Position the insertion point at the beginning of the General Performance Expectation
Guidelines heading. In the Page Setup group, click the Line Numbers button and select
Suppress for Current Paragraph.
15. SAVE the document in the lesson folder on your flash drive then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Proficiency Assessment
Project 5-3: Coffee Shop Brochure
Your supervisor at the Grand Street Coffee Shop asks you to format the information in its coffee
menu as a brochure.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Coffee Menu from the data files for this lesson.
2. SAVE the document as 5-3 Coffee Shop Brochure in the lesson folder on your
flash drive.
3. Change the page orientation to Landscape.
4. Position the insertion point before the M in the Menu heading and insert a Continuous
section break.
5. Position the insertion point in front of Coffee and select text to the end of the
document. Create an uneven, two-column format using the Left column setting. Notice
a section break is created before the word Coffee .
6. Position the insertion point before the N in the Nutritional Information heading and
insert a Column break.
7. Increase the amount of space between columns to .7 0. The document should fit to
one page.
8. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Managing Text Flow
165
Project 5-4: Mom’s Favorite Recipes
Your mom asks you to help her create a small cookbook filled with her favorite recipes that she can
share with family and friends. She has e-mailed you a Word document containing a few recipes to
help you get started with creating a format.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Recipes from the data files for this lesson.
2. SAVE the document as 5-4 Favorite Recipes in the lesson folder on your flash drive.
3. Position the insertion point before the C in the Chicken Pot Pie heading and insert
a Continuous section break.
4. Position the insertion point before the B in the Breads heading and insert a Next Page
section break.
5. Position the insertion point before the B in the Banana Nut Bread/Chocolate Chip
Muffins headings and insert a Continuous section break.
6. Position the insertion point anywhere within the Chicken Pot Pie recipe.
7. Format this and the other recipes in the Main Dishes section into two even columns
with .9 0 spacing between columns and a line between.
8. Position the insertion point before the R in the Ranch Chicken heading and insert
a Column break.
9. Position the insertion point anywhere within the Banana Nut Bread/Chocolate Chip
Muffins heading.
10. Format this section into two even columns with .9 0 spacing between columns and
a line between.
11. Insert a Column break before E in the Easy Pumpkin Bread/Muffins and C in the
Chocolate Zucchini Bread headings.
12. Position the insertion point under Very Blueberry Coffee Cake/Muffins , and select the
hidden space mark between the words cream and cheese for the second ingredient ½
(8 oz) package of . . . and add a nonbreaking space.
13. Delete the two nonprinting paragraph marks above the Very Blueberry Coffee Cake/
Muffins heading.
14. In the ninth ingredient, select the hidden space mark between the words or and
huckleberries , and add a nonbreaking space.
15. Click the Show/Hide button to hide formatting marks.
16. SAVE the document in the lesson folder on your flash drive, and then CLOSE
the file.
PAUSE. LEAVE Word open for the next project.
Mastery Assessment
Project 5-5: Threefold Bank Brochure
The Checking Choices document needs to be formatted to accommodate the whole document on
one page. Your task is to use the features learned in this lesson and apply them to this document
as shown in Figure 5-22.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Checking Acct Choices from the data files for this lesson.
2. SAVE the document as 5-5 Checking Brochure in the lesson folder on your flash drive.
166
Lesson 5
3. Reformat the document using a page size of 8½ x 14 with landscape orientation. Create
the brochure to look like the one shown in Figure 5-22. Hint: You need to select the
entire document or you will change only the page size and orientation of the first
section.
Figure 5-22
Checking brochure
4. Change the columns to four columns.
5. Add column breaks before each column heading.
6. After Personal Checking Choices , apply a Spacing After to 18 pt.
7. After Free Checking, decrease the Spacing Before to zero.
8. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next project.
Project 5-6: Reformat the YMCA Newsletter
As an alternative to the layout you created previously, reformat the YMCA newsletter with two
uneven columns.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Y Newsletter from the data files for this lesson.
2. SAVE the document as 5-6 Right YMCA Newsletter in the lesson folder on your flash
drive.
3. Reformat the newsletter with two uneven columns using the Right column setting.
4. Format the document on one page. (Hint: Delete the column break in the first column
and add a column break in front of Volunteer Coaches . . . . )
5. SAVE the document in the lesson folder on your flash drive, then CLOSE the file.
STOP. CLOSE Word.
Creating Tables
6
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Creating a Table
Define table dimensions.
Demonstrate how to use Quick Tables.
3.1.3
3.1.5
Formatting a Table
Apply styles to tables.
Modify fonts within tables.
3.2.1
3.2.2
Managing Tables
Set AutoFit options.
Modify table dimensions.
Sort table data.
Merge cells.
Configure cell margins.
Set a table title.
Convert text to tables.
Convert tables to text.
3.1.4
3.2.6
3.2.3
3.2.7
3.2.4
3.1.6
3.1.1
3.1.2
Using Formulas in a Table
Demonstrate how to apply formulas to a table.
3.2.5
Using Object Zoom
KEY TERMS
• ascending
• cells
• cell range
• descending
• field code
• formulas
• header row
• merge cells
• Object Zoom
• Quick Tables
© NathanGleave/iStockphoto
• sort
• split cells
• table
167
168
Lesson 6
Karen Archer is an executive recruiter. Many large companies hire her to
find professional talent to fill communications and marketing executive
positions within their firms. You were recently hired as her assistant; and
although the business is small, you are expected to display a high degree
of professionalism, confidentiality, and integrity. Because it is a small
business, you are asked to perform many different duties. One of your
main duties is to assist Ms. Archer with the constant updating of tables
that contain data related to current clients, potential clients, and potential
candidates for placement. Microsoft Word has table tools that can help
© NathanGleave/iStockphoto
you successfully manage this information. In this lesson, you learn to format lists as well as create, format,
and manage tables, and use formulas within a table.
CREATING A TABLE
The Bottom Line
A table, such as the one shown in Figure 6-1, is an arrangement of data made up of horizontal
rows and vertical columns. Cells are the rectangles that are formed when rows and columns
intersect. Tables are ideal for organizing information in an orderly manner. Calendars, invoices,
adding formulas to tables, and contact lists are all examples of how tables are used every day. Word
provides several options for creating tables, including the dragging method, the Insert Table dialog
box, table drawing tools, and the Quick Table method.
Figure 6-1
A table created in Word
The cell connects
at the column and row
Columns are vertically aligned
End of row marker
End of cell marker.
Use Show/Hide to display
Rows are
horizontally aligned
Inserting a Table by Dragging
In this exercise, you learn how easily and quickly you can create a table from the Table menu by
dragging the mouse pointer to specify the number of rows and columns. Using this method, you
can create a new empty table with up to eight rows and ten columns.
STEP BY STEP
Insert a Table by Dragging
GET READY. Before you begin these steps, LAUNCH Microsoft Word and OPEN a new
blank Word document.
1. On the Insert tab, in the Tables group, click the Table button. The Insert Table menu
appears.
2. Point to the cell in the fifth column, second row. The menu title should read 5x2 Table,
as shown in Figure 6-2. Click the mouse button to create the table. Once the table is
inserted in the document, you are ready to begin entering text. Later in this lesson, you
enter data into the table.
Creating Tables
169
Figure 6-2
Insert Table menu
Select columns and
rows with your mouse
Table menu
3. Click below the table and press Enter twice to insert blank lines. When you insert more
than one table in a document, you should separate them with a blank line to avoid
joining the tables.
3.1.3
How do you create a table
using the dragging method?
4. SAVE the document as Tables in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Using the Insert Table Dialog Box
The Insert Table dialog box lets you create large tables by specifying up to 63 columns and thousands of rows. Note that in the Insert Table dialog box, you can click the up and down arrows or
type in the number of columns and rows needed in a table. In this exercise, you use the Insert
Table dialog box to insert a table.
STEP BY STEP
Use the Insert Table Dialog Box
USE the document that is open from the previous exercise.
1. On the Insert tab, in the Tables group, click the Table button to open the Insert
Table menu.
2. On the menu, just below the rows and columns, select Insert Table. The Insert Table
dialog box appears.
3. In the Number of columns box, click the up arrow until 9 is displayed.
4. In the Number of rows box, click the up arrow until 3 is displayed, as shown in
Figure 6-3. The AutoFit behavior is shown in the dialog box and is discussed later in
the lesson.
170
Lesson 6
Figure 6-3
Insert Table dialog box
5. Click OK to insert the table. You inserted a new table with 9 columns and 3 rows.
6. Click below the table and press Enter twice to insert blank lines.
3.1.3
How do you create a table
using the Insert Table
dialog box?
7. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Drawing a Table
Word provides the option to draw complex tables using the Draw Table command, which lets you
draw a table as you would with a pencil and piece of paper. The Draw Table command transforms
the mouse pointer into a pencil tool, which you can use to draw the outline of the table, and then
draw rows and columns exactly where you need them. In this exercise, you use the Draw Table
command from the Table menu.
STEP BY STEP
Draw a Table
USE the document that is open from the previous exercise.
1. If your ruler is not displayed, on the View tab, in the Show group, click the check box to
display the Ruler.
2. Make sure your insertion point is at the bottom of the document; then use the scroll bar
to scroll down, so the insertion point is at the top of the screen.
3. On the Insert tab, in the Tables group, click the Table button to open the Insert
Table menu.
4. On the menu, just below the rows and columns, select Draw Table from the menu. The
pointer becomes a pencil tool.
5. To begin drawing the table shown in Figure 6-4, click at the blinking insertion point
and drag down and to the right until you draw a rectangle that is approximately 3
inches high and 6 inches wide. Notice that the Table Tools contextual Design and
Layout tabs automatically appears with the Layout tab active.
Creating Tables
171
Figure 6-4
Draw a table
Use the horizontal and vertical
rulers as a guide to draw a table
6. Starting at about 1 inch down from the top border, click and drag the pencil from the
left border to the right border to draw a horizontal line. Use your ruler as your guide.
7. Draw two more horizontal lines about 0.5 apart.
8. Starting at about 1 inch from the left border, click and drag the pencil from the top of
the table to the bottom of the table to create a column.
9. Move over about 1 inch and draw a line from the top of the table to the bottom. If you
drew a line in the wrong position, click the Eraser button in the Draw group and begin
again. The Draw group is located on the Layout tab.
10. Draw three more vertical lines about 1 inch apart from the first horizontal line to the
bottom of the table to create a total of six columns. Your table should look similar to
Figure 6-4.
11. Click the Draw Table button in the Draw group to turn the pencil tool off.
3.1.3
How do you create a
customized table?
12. Click below the table and press Enter twice to create blank lines. If necessary, place
your insertion point outside the last cell, and then press Enter.
13. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Take Note
You have now seen three ways to insert a blank table. Text separated by commas, tabs, paragraphs,
or another character can also be converted to a table with the Convert Text to Table command on
the Table menu.
Troubleshooting
When drawing tables with the pencil tool, note that this tool will draw squares and rectangles
as well as lines. If you are trying to draw a straight line and you move the pencil off your straight
path, Word might think you are trying to draw a rectangle and insert one for you. If this happens, just click the Undo button on the Quick Access Toolbar and try again. It might take a bit
of practice to master the difference between drawing straight lines and drawing rectangles.
172
Lesson 6
Inserting a Quick Table
Quick Tables are built-in preformatted tables, such as calendars and tabular lists to insert and
use in your documents. Word provides a variety of Quick Tables that you can insert into your
documents. The Quick Table calendar can be edited to reflect the current month and year. In this
exercise, you insert a Quick Table calendar into a document.
STEP BY STEP
Insert a Quick Table
USE the document that is open from the previous exercise.
1. On the Insert tab, in the Tables group, click the Table button to open the Insert
Table menu.
2. On the menu, just below the rows and columns, select Quick Tables from the menu.
A gallery of built-in Quick Tables appears, as shown in Figure 6-5.
Figure 6-5
Built-In Quick Table gallery
Creating Tables
3.1.5
173
3. Select Calendar 2 . The data in the calendar can be edited to display the current month
and year.
4. SAVE the document in the lesson folder on your flash drive.
How do you create a table
using Quick Tables?
Take Note
PAUSE. LEAVE the document open to use in the next exercise.
A table can be moved to a new page or a new document by clicking the Move handle to select the
table and then using the Cut and Paste commands. You can also use the Copy command to leave
a copy of the table in the original location.
Inserting Text in a Table
To add text to a table, your insertion point must be placed in the table where the data will be added.
To move to the next cell, press the Tab key and to move to the previous cell, press Shift1Tab. In
this exercise, you learn to add text and move from cell to cell in a table.
STEP BY STEP
Insert Text in a Table
USE the document that is open from the previous exercise.
1. Place your insertion point in the first cell of the first table that you created previously in
the lesson.
2. Type Inserting Tables in the first cell.
3. Press the Tab key to move to the second column in the first row.
4. Type Using the Insert Table dialog box in the second column. Notice how the text
wraps around the cell.
5. Press the Tab key to move to the third column in the first row.
6. Type Drawing Tables in the third column.
7. Press the Tab key to move to the fourth column in the first row.
8. Type Quick Tables in the fourth column.
9. You have now entered data in a table and advanced to the next cell by pressing the Tab
key. Press Shift +Tab three times to move to the previous cell until you are positioned
at the first cell. Using the keyboard command allows you to move through the table
quickly. Note, you can also use your mouse to point and click in the cell to enter text.
10. Place your insertion point in the Calendar 2 Quick Table that you inserted previously.
11. Select May and replace with June 20XX. Inserting a table using Quick Tables also
provides you an option to replace text.
12. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
174
Lesson 6
SOFTWARE ORIENTATION
Design Tab on the Table Tools Ribbon
After inserting a table, Word displays Table Tools in the Ribbon, as shown in Figure 6-6. It
is important to become familiar with the commands available on the Design tab under Table
Tools. Use this figure as a reference throughout this lesson as well as the rest of this book.
Table Tools are displayed on the Ribbon
when a table is inserted
Table Style Options group
Table Styles group
Borders group is new
in the Table Tools
Figure 6-6
Design Tab on the Table Tools Ribbon
FORMATTING A TABLE
The Bottom Line
Once a table is inserted into a document, a preformatted style can be applied using the Table Styles
gallery. These styles add a professional appearance to the tables in your documents with a variety
of selections to choose from. In the Design tab, Borders group, you can manually format a table’s
borders. The Borders group is new to the Table Tools and allows you to draw and apply styles to
the table.
Applying a Style to a Table
With Table Styles, it is easy to quickly change a table’s formatting. You can apply styles to tables
in much the same way you learned to apply styles to text in previous lessons, by positioning the
insertion point in the table before selecting a style from the Table Styles gallery. You can preview
the style before applying it and change the style as many times as needed. You can modify an
existing Table Style or create a New Table Style and add it to the gallery, and then modify or delete
it, as appropriate. In this exercise, you apply a Table Style to a table in your Word document.
STEP BY STEP
Apply a Style to a Table
OPEN Clients from the data files for this lesson.
1. Position the insertion point anywhere in the table.
button to view a gallery
2. On the Design tab, in the Table Styles group, click the More
of Table Styles. There are three options available: Plain Tables, Grid Tables, and List
Tables.
3. Scroll through the available styles. Notice that as you point to a style, Word displays a
live preview, showing you what your table will look like if you choose that style.
4. Scroll down to the third row under the Grid Tables and select the Grid Table 3 – Accent 3
style, as shown in Figure 6-7.
Creating Tables
175
Figure 6-7
Table Styles gallery
3.2.1
5. SAVE the document as Clients Table in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
How do you apply a style to
a table?
Turning Table Style Options On or Off
Table Style Options enable you to change the appearance of the preformatted styles you apply to your
tables. Table Style Options are linked to the Table Style you have selected and will be applied globally
throughout the table. For example, if you select the Banded Columns option, all even-numbered
columns in the table will be formatted differently than the odd-numbered columns. In this exercise,
you learn to turn Table Style Options on or off by clicking each option’s check box.
Examples of Table Style Options include the following:
• Header Row: Formats the top row of the table to provide a descriptive name.
• Total Row: Formats the last row, which usually contains column totals.
176
Lesson 6
• Banded Rows: Formats even rows differently than odd rows to improve readability.
• First Column: Formats the first column of the table, which usually contains the row headings.
• Last Column: Formats the last column of the table, which often contains row totals.
• Banded Columns: Formats even columns differently than odd columns to improve readability.
STEP BY STEP
Turn Table Style Options On or Off
USE the document that is open from the previous exercise.
1. The insertion point should still be in the table. If you click outside the table, the Design
and Layout tabs will not be available.
2. On the Design tab, in the Table Style Options group, click the First Column check box.
Notice that the format of the first column of the table changes and text is right-aligned
in the cell. Also, the Table Styles in the gallery changes when you select one of the
options within the group.
3. Click the Banded Rows check box to turn the option off. Color is removed from
the rows.
4. Click the Banded Rows check box to turn it on again. Color is reapplied to every
other row.
5. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Changes to Table Styles
Modifying styles in a table is similar to what you have already learned when modifying styles for
text. Changes to a table style can be applied to the document or as a new document based on a
template. You can apply the changes to the whole table or specifically to one of the Table Styles
options such as in the banded rows or columns. Formatting changes can be applied to the table
properties, borders/shading, banding, font, paragraphs, tabs, and text effects. In this exercise, you
learn to modify the font in a table style.
STEP BY STEP
Modify the Table Styles
USE the document that is open from the previous exercise.
1. The insertion point should still be in the table. If you click outside the table, the Design
and Layout tabs will not be available.
2. In the Table Styles group, click the More
button.
3. Click Modify Table Style to open the Modify Style dialog box (see Figure 6-8). Notice
that in the Name box, Grid Table 3 – Accent 3 is applied from a previous exercise.
Creating Tables
177
Figure 6-8
Modify Style dialog box
The Properties group
Font attributes
Determine where to apply
formatting by selecting
one of the options
Border
Preview area
Select how Table Style
should be applied
Format button contains
additional options
4. In the Apply formatting to box, click the drop-down arrow and select First column. For
this exercise, you apply changes only to the first column.
5. Click the Format button in the Modify Styles dialog box and select Font to open the
Font dialog box. The Format button displays the menu of available options. Each menu
opens its own dialog box.
Cross
Ref
In Lesson 3, you learn different ways to apply fonts and styles to text. You also learn how to modify
a style to be applied only to that document.
6. With the Font dialog box open, type Garamond in the font box. Notice that when you
type the first three characters, Word displays available fonts. Select Garamond.
7. In the Font style group, select Bold Italic, 12 pt for Size, and Olive Green, Accent 3,
Darker 50% for Font color.
3.2.2
8. Click OK to close the Font dialog box. Changing the attributes affect only the first
column. You should be able to preview the changes before accepting.
9. Click OK to close the Modify Style dialog box.
10. SAVE the document in the lesson folder on your flash drive.
How would you modify the
font in a table style?
PAUSE. LEAVE the document open to use in the next exercise.
178
Lesson 6
SOFTWARE ORIENTATION
Layout Tab on the Table Tools Ribbon
When working with tables, Word displays a contextual Table Tools Ribbon that is only visible
when a table is in use. The Table Tools Ribbon has two tabs: the Design tab and the Layout
tab. The Layout tab, as shown in Figure 6-9, includes commands for changing the entire
format of a table as well as commands for changing the appearance of individual table components, such as cells, columns, rows, and applying formulas. Use this figure as a reference
throughout this lesson as well as the rest of this book.
Displays table gridlines
AutoFit Options
Distribute
rows evenly
Text Direction The Sort button opens
the Sort dialog box
button
Opens the Formula
dialog box
Options to select
parts of the table
Opens the Draw group Rows & Columns Dialog box Merge Adjust Height and Distribute
Table Properties
group
launcher group Width in table columns evenly
dialog box
Repeat Header
Rows button
Convert table
to text button
Figure 6-9
Layout Tab on the Table Tools Ribbon
MANAGING TABLES
The Bottom Line
As with any document that you edit, some adjustments are always necessary when you work
with tables. After you create a table, you can resize and move its columns; insert columns and
rows; change the alignment or direction of its text; set a header row to repeat on several pages;
organize data by sorting the text, number, or date; convert text and tables; merge and split cells;
add formulas in a table; and work with the table’s properties.
Using AutoFit
The AutoFit command enables you to adjust column widths to fit the size of table contents, the
window, or to fit all content to a fi xed column width. You can AutoFit a column a couple of ways,
using the mouse or using the command on the Ribbon. You can use commands in the Cell Size
group on the Layout tab, and then select the AutoFit command. In this exercise, you practice using
AutoFit in a Word table.
STEP BY STEP
Use AutoFit
USE the document that is open from the previous exercise.
1. On the Table Tools Layout tab, in the Table group, click the View Gridlines button to
hide the gridlines. The gridlines are no longer displayed.
2. Click the View Gridlines button again to display gridlines and enable more precise editing.
3. On the Layout tab, in the Cell Size group, click the AutoFit button to open the drop-down
menu, as shown in Figure 6-10. On the drop-down menu, click AutoFit Contents. Each
column width changes to fit the data in the column.
Creating Tables
179
Figure 6-10
AutoFit button and menu
3.1.4
4. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
How would you adjust
content in a table using
AutoFit?
Resizing a Row or Column
Word offers a number of tools for resizing rows or columns. You can resize a column or row using
the mouse or using the commands on the Ribbon. You can use commands in the Cell Size group
on the Layout tab to adjust height and width; or use the ruler to adjust the column width. In
addition, the Table Properties dialog box allows you to set the measurements at a precise height
for rows or ideal width for columns, cells, and tables. In this exercise, you practice using these
techniques to resize rows and columns in a Word table.
USE the document that is open from the previous exercise.
1. Click in the first column and position the mouse pointer over the horizontal ruler on
the first column marker (see Figure 6-11). The pointer changes to a double-headed
arrow along with the ScreenTip Move Table Column.
Figure 6-11
Horizontal Ruler on the first
column marker
Column marker on ruler.
Columns can be adjusted
manually by dragging
Another Way
Position the pointer
outside the table, above the
column containing the phone
numbers. The pointer changes
to a down selection arrow.
Click to select the column.
2. Click and drag the column marker to the right until the contents in the cell extend in
a single line along the top of the cell. On the Table Tools Layout tab, in the Cell Size
group, the width automatically adjusts to 2.190. As the column is manually extended
so is the width. Just as columns can be adjusted manually, so can rows—the vertical
ruler is used to adjust the row markers.
3. Position the insertion point in the phone number column of the table. On the Layout
tab, in the Table group, click the Select button, and choose Select Column from the
drop-down menu.
180
Lesson 6
4. On the Layout tab, in the Cell Size group, click the up arrow in the Width box until it
reads 1.10 and the column width changes. The phone numbers now fit on a single line.
5. Place the insertion point anywhere in the first row. In the Table group, click the
Select button again, and then click Select Row from the drop-down menu. The first
row is selected.
3.2.6
6. On the Layout tab, in the Cell Size group, click the dialog box launcher. The Table
Properties dialog box appears.
7. Click the Row tab in the dialog box.
How would you adjust
the column width?
8. Click the Specify height check box. In the Height box, click the up arrow until the box
reads 0.50, as shown in Figure 6-12.
Figure 6-12
Table Properties dialog box
3.2.6
How would you adjust
the row height?
9. Click the Next Row button and notice that the changes are applied only to the first row.
By clicking the Next Row button, the selection moves down one row.
10. Click OK . In the Cell Size group, notice that the height for row 2 is at .190 and row 1 is at
0.50. You can also adjust the height of a row individually or by selection.
11. Click in any cell to remove the selection.
12. SAVE the document in the lesson folder on your flash drive.
Another Way
The Table Properties
dialog box can be accessed
from the shortcut menu by
right-clicking anywhere in the
table and selecting Table
Properties or click Properties
in the Table group.
Cross
Ref
PAUSE. LEAVE the document open to use in the next exercise.
Moving a Row or Column
When working with tables, it is important to know how to rearrange columns and rows to better
display your data. By selecting the entire column or row, drag and drop is used for moving data to
a new area in the table. The mouse pointer changes and resembles an empty rectangle underneath
with dotted lines. In this lesson, you practice moving rows and columns.
In Lesson 2, you learn to use the Cut and Paste commands with text. The same process can be
used with tables by selecting the column or row.
Creating Tables
STEP BY STEP
181
Move a Row or Column
USE the document that is open from the previous exercise.
1. In the table, select the fourth row of data, which contains the information for
Proseware, Inc.
2. With the mouse over the selected text, hold down the mouse button and move the
mouse. Notice the mouse pointer changes to a move pointer with a rectangularshaped insertion point.
3. Drag the rectangular-shaped insertion point down and position it before the W in
Wingtip Toys.
4. Release the mouse button and click in the table to deselect. The row is moved to above
the Wingtip Toys row.
5. Place the insertion point in the second column of the table, which contains first
names. Click the Select button, in the Table group, and then Select Column from the
drop-down menu.
6. Position the pointer inside the selected cells and right-click to display the shortcut
menu.
7. Select Cut to delete that column of text and move the remaining columns to the left.
8. Place the insertion point on the phone numbers column.
9. Right-click to display the shortcut menu under the Paste Options section. A new Paste
Options menu is displayed with the options Insert as New Column, Nest Table, Insert
as New Rows, and Keep Text Only.
10. Select the first option, Insert as New Column ; the first name column is pasted to the
left of the phone number column.
11. Click anywhere in the table to deselect.
12. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Take Note
Instead of using the shortcut menu, you can also use the Cut and Paste commands in the Clipboard
group on the Home tab to cut and move rows and columns.
Setting a Table’s Horizontal Alignment
Tables inserted into a report should align with the document to maintain the flow of the report.
The horizontal alignment for a table can be set to the left or right margins or centered between
the margins. In this exercise, you practice using the Table Properties dialog box to set a table’s
horizontal alignment.
STEP BY STEP
Set a Table’s Horizontal Alignment
USE the document that is open from the previous exercise.
1. Position the insertion point anywhere inside the table.
2. On the Layout tab, in the Table group, click the Select button, and then click Select
Table.
3. On the Layout tab, in the Table group, click the Properties button. The Table Properties
dialog box appears.
4. Click the Table tab to make it the active tab.
5. In the Alignment section, click Center, as shown in Figure 6-13.
182
Lesson 6
Figure 6-13
Table Properties dialog box
6. Click OK . The table is centered horizontally on the page.
7. Click anywhere within the table to deselect.
8. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Creating a Header Row
Column headings are usually placed in the header row. A header row is the first row of the table
that contains information that helps identify the content of a particular column. It is usually
formatted differently and should be repeated at the beginning of each new page for tables that
extend beyond one page. When you specify a header row in the Table Style Options group, the
row is distinguished from the entire table. In this exercise, you practice repeating header rows
for lengthy tables.
STEP BY STEP
Create a Header Row
USE the document that is open from the previous exercise.
1. Position the insertion point anywhere inside the table. On the Layout tab, in the Table
group, click the Select button, and then click Select Table.
2. Change the font size to 14 pt. By changing the font size in the table, the data extends to
the next page.
3. Place the insertion point on the first row of the table.
4. On the Layout tab, in the Rows & Columns group, click Insert Above
row is inserted.
. A new blank
5. On the Design tab, in the Table Style Options group, click the Header Row check box to
apply a distinctive format to the header row.
6. Type headings in each cell within the first row of the table, as shown in Figure 6-14.
Creating Tables
183
Figure 6-14
Header row
7. On the Table group of the Layout tab, click the Select button and Select Row.
8. On the Layout tab, in the Data group, click the Repeat Header Rows button. Scroll
down and view the headings on the second page.
9. Click anywhere in the table to deselect.
10. Position the insertion point anywhere inside the table. On the Layout tab, in the Table
group, click the Select button, and then click Select Table.
11. Change the font size to 12 pt. As long as the content extends to a new page, the
headings will appear regardless of the font size.
12. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Take Note
Repeating rows are only visible in Print Layout view, Backstage view, or on a printed document.
Sorting a Table’s Contents
To sort data means to arrange it alphabetically, numerically, or chronologically. Sorting displays
data in order so that it can be located more quickly. Text, numbers, or dates can be sorted in ascending or descending order. Ascending order sorts text from beginning to end, such as from A to
Z, 1 to 10, and January to December. Descending order sorts text from the end to the beginning,
such as from Z to A, 10 to 1, and December to January. In this exercise, you practice sorting data
in a Word table using the Sort dialog box, which you access through the Sort command on the
Layout tab in the Data group.
Take Note
STEP BY STEP
You can sort by up to three columns of data in the Sort dialog box. Before beginning the sort
process, you must select the column (or columns) to be sorted.
Sort a Table’s Contents
USE the document that is open from the previous exercise.
1. Place the insertion point on the first column to select the Company Name column. On
the Table group of the Layout tab, click the Select button and Select Column.
2. On the Layout tab, in the Data group, click the Sort button. The Sort dialog box
appears, as shown in Figure 6-15. Because you selected the Company Name column,
the Company Name data is listed in the Sort by text box, with Ascending order selected
by default. The column contains text; therefore, the type was listed as Text. The other
options under type are Number and Date.
184
Lesson 6
Figure 6-15
Sort dialog box
3. Click OK . Note that the table now appears sorted in ascending order by company name.
4. SAVE the document in the lesson folder on your flash drive.
3.2.3
How would you sort the
data in a table?
PAUSE. LEAVE the document open to use in the next exercise.
Merging and Splitting Table Cells
The ability to merge and split table cells provides flexibility in customizing tables. To
merge cells means to combine two or more cells into one. Merging cells is useful for headings
that extend over several columns. To split cells means to divide one cell into two or more cells.
Cells might be split when more than one type of data needs to be placed in one cell. The Split
Cells dialog box enables you to split a cell into columns or rows. In this lesson, you practice using
commands in the Merge group on the Layout tab to merge and split cells.
STEP BY STEP
Merge and Split Table Cells
USE the document that is open from the previous exercise.
1. Position the insertion point on the header row located on page 1. Select the cell that
contains the Contact Person heading and the empty cell to the right of it.
2. On the Table Tools Layout tab, in the Merge group, click the Merge Cells button. The
selected cells merge into one cell.
3. In the Position Title column, on the Lucerne Publishing row, select the cell that contains
the text Director Marketing VP Public Relations.
4. On the Table Tools Layout tab, in the Merge group, click the Split Cells button to open
the Split Cells dialog box as shown in Figure 6-16.
Figure 6-16
Split Cells dialog box
Creating Tables
185
5. Click OK to accept the settings as they are. A new column is inserted within the cell.
6. Select the text VP Public Relations and drag and drop text to the new column.
7. In the Company Name column, select the Woodgrove Bank cell.
8. Click the Split Cells button. The default setting for the Number of columns is 2,
whereas the Number of rows is 1. The Merge cells before split check box is checked.
The single cell will be split into two columns.
9. Change the Number of columns setting to 1 and the Number of rows setting to 2
to split the cell into a single column containing two rows, as shown in Figure 6-17.
Click OK .
Figure 6-17
Cell split into two rows
Another Way
You can access the
Merge Cells command on the
shortcut menu. The Merge Cells
command is visible only when
you have multiple cells selected
in a table.
3.2.7
How do you merge cells?
STEP BY STEP
10. Place the insertion point in front of Woodgrove Bank . Press and hold the mouse button
to select the two rows within the column. Right-click, and then select Merge Cells. The
cell is now a single row.
11. Click the Undo
button.
12. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Changing Cell Margins
Word provides an option to change the cell margins and spacing between cells—you can set the
margins for an individual cell or for selected cells. When changes are made in the cell, the appearance of the cell in the table also changes. In this lesson, you practice changing the cell margins and
adding spacing between the cells.
Change Cell Margins
USE the document that is open from the previous exercise.
1. Position the insertion point in the Phone Numbers column. In the Table group, click the
Select button, and click Select Column.
2. In the Alignment group, click the Cell Margins
opens as shown in Figure 6-18.
button. The Table Options dialog box
186
Lesson 6
Figure 6-18
Table Options dialog box
3. Change the top and bottom margins to 0.03 0 by clicking the up arrow to change the
dimensions.
4. Click OK . The phone numbers no longer fit on one line.
5. With the Phone Numbers column still selected, click the Cell Margins
button.
6. Change the left and right margins to 0.03 0 by clicking the down arrow.
3.2.4
7. Click OK . By Changing the left and right margins automatically adjusted the phone
numbers, and now they fit on one line.
8. With the Phone Numbers column still selected, click the Cell Margins
How do you change the
margins in a cell?
button.
9. Click the Allow spacing between cells check box and increase the cell spacing to 0.09 0.
You have changed the default cell spacing.
10. Click OK . Notice the difference in the spacing between the cells. By default the
Automatically resize to fit contents option is turned on.
3.2.4
How do you increase the
spacing between the cells?
11. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Changing the Position of Text in a Cell
Word provides you with nine options for aligning text in a cell. These options enable you to
control the horizontal and vertical alignment of cell text, such as Top Left, Top Center, and Top
Right. To change cell text alignment, select the cell or cells you want to align, and click one of the
nine alignment buttons in the Alignment group on the Layout tab. In this exercise, you practice
changing the text alignment within a cell.
STEP BY STEP
Change the Position of Text in a Cell
USE the document that is open from the previous exercise.
1. Select the table’s header row on page 1. On the Layout tab in the Table group, click the
Select button, and then click Select Row.
2. In the Alignment group, click the Align Center
horizontally and vertically within the cells.
button. The header row is centered
3. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Changing the Direction of Text in a Cell
Rotating text in a cell provides additional options for creating interesting and effective tables.
Changing the direction of text in a heading can be especially helpful. To change the direction of
text in a cell, click the button three times to cycle through the three available directions. In this
exercise, you practice changing the direction of text in a cell.
Creating Tables
STEP BY STEP
187
Change the Direction of Text in a Cell
USE the document that is open from the previous exercise.
1. Select the cell that contains the Company Name heading.
2. On the Layout tab, in the Alignment group, click the Text Direction button three times
to rotate the text direction to align to the right cell border, the left cell border, and then
back to the top cell border. As you click the Text Direction button, the button face
rotates to match the rotation of the text direction in the selected cell.
3. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE Word open to use in the next exercise.
Splitting a Table
Previously, you learned to split cells where you divided one cell into two or more cells. Splitting
a table is dividing one table into two separate tables. In this exercise, you practice separating the
table into two tables.
STEP BY STEP
Split Table Cells
USE the document that is open from the previous exercise.
1. Position the insertion point on page 2, and locate The Phone Company.
2. On the Layout tab, in the Merge group, click the Split Table button. The table is now
split and remains in the current page.
3. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE Word open to use in the next exercise.
Adding Alternative Text to a Table
Alternative text is a useful interpretation for tables, diagrams, images, and other objects. Alternative text is also used by web browsers—when you hover over the object, text appears describing the
object. The title and description that is added can be read to the individual with a disability. In this
exercise, you learn to add alternative text to a table.
STEP BY STEP
Add Alternative Text to a Table
USE the document that is open from the previous exercise.
1. Place the insertion point anywhere in the table on page one. On the Tables Tools
Layout tab, in the Table group, click Select, and then click Select Table.
2. Click the Properties button in the Tables group.
3.1.6
How would you add a title
and description as an
alternative text?
3. Click the Alt Text tab and in the Title box, type Listing by Company. In the Description
box, type Contact listing of individuals by company. The listing includes phone
numbers, current positions that are open and titles for the contact person. Click OK .
4. SAVE the document as Clients Table Final in the lesson folder on your flash drive, and
then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
188
Lesson 6
Converting Text to Table or Table to Text
Text separated by a paragraph mark, tab, comma, or other character can be converted from text to
a table or from a table to text. To convert text to a table, first select the text, click the Insert tab,
click the Table button, and finally select Convert Text to Table. The Convert Text to Table dialog
box appears, and Word determines the number of rows and columns needed based on how the text
is separated. After text is converted to a table, the Convert to Text button will be available in the
Layout tab in the Table Tools Ribbon. In this exercise, you practice using this technique to convert
Word text into a table.
STEP BY STEP
Convert Text to Table
OPEN the Part Numbers document in your lesson folder.
1. Select the whole document.
2. On the Insert tab, in the Tables group, click the Table button. The Table menu appears.
3. Click Convert Text to Table. The Convert Text to Table dialog box opens. Word
recognizes the number of columns and rows and places the number 10 in the Number
of rows box—notice that it is shaded gray, making it unavailable to change (see
Figure 6-19). Keep the default settings.
Figure 6-19
Convert Text to Table
dialog box
4. Click OK . The selected text was separated by paragraph marks, and by selecting the
default of one column, Word converts the text to a table as shown in Figure 6-20. The
Table Tools automatically opens.
Creating Tables
189
Figure 6-20
Document converted from text
to a table
5. In the Table group, select the Table. Then in the Cell Size group, click the AutoFit
button and select AutoFit Contents.
3.1.1
6. On the Layout tab, click the Properties button in the Table group, and then select the
Table tab. Center the table. Click OK.
7. SAVE the document as Part Numbers Table in the lesson folder on your flash drive.
How would you convert text
to a table?
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Convert Table to Text
USE the document that is open from the previous exercise.
1. Position the insertion point anywhere in the table and click the Layout tab.
2. In the Table group, click the Select button, and then click Select Table to select the
entire table.
3. In the Data group, click Convert to Text . The Convert Table to Text dialog box opens.
The default setting in the Convert Table to Text dialog box is Paragraph marks. A table
can be converted to text and separated by paragraph marks, tabs, commas, and other
characters (see Figure 6-21).
Figure 6-21
Convert Table to Text
dialog box
190
Lesson 6
4. Click OK . The document is converted to text separated by paragraph marks.
3.1.2
5. SAVE the document as Part Numbers Text in the lesson folder on your flash drive, and
then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
How would you convert
a table to text?
Inserting and Deleting a Column or Row
The Table Tools Layout tab in the Rows & Columns group makes it easy to modify a table by
inserting or deleting a row or column. In the exercise, you learn to insert a column and row and
delete a row.
STEP BY STEP
Insert and Delete a Column or Row
OPEN the Part Numbers Table document in your lesson folder.
1. Place the insertion point on the fourth row.
2. On the Layout tab, in the Rows & Columns group, click the Insert Above
blank row is inserted above the fourth row.
button; a
3. The blank row is selected. Click the Delete button in the Rows & Columns group; then
click Delete Rows from the drop-down menu. The blank row is deleted from the table.
4. Place your insertion point anywhere in the table, and in the Rows & Columns group,
button. A new column is inserted to the right.
click the Insert Right
5. With the column still selected, move the insertion point to the right along the top
border of the table to the plus symbol.
symbol to insert a new column between the two original columns.
6. Click the plus
This is a new table feature for Word 2013. The plus symbol also appears if you need to
insert a new row.
7. Right-click on the selected column and click Delete Columns.
8. Type the text as shown in Figure 6-22.
Figure 6-22
Sample of table document
9. SAVE the document as Part Numbers Table Update in the lesson folder on your flash
drive.
PAUSE. LEAVE Word open to use in the next exercise.
Creating Tables
191
Using Formulas in a Table
As you learned previously, you can create tables in Word that contain data and numbers. Word
provides options to use formulas to calculate a total, calculate an average, determine the highest/
lowest number, and count values. These are simple functions that are used in Excel and can also
be used in Word. Just like in Excel, formulas begin with an equal symbol followed by the function that you want to perform, such as SUM, AVERAGE, MAX, MIN, and COUNT. You can
also use the math operators to perform addition, subtraction, division, and multiplication by the
cell range. A cell range is identified by two or more cells within the table. The same rules that
you learned in your math class also apply here when using formulas in your table. If you want to
perform a certain action first, set the order of operation.
Formulas in a table can also be written by cell address location. For instance, columns are identified by letters beginning with A and rows are identified with numbers beginning with 1. See the
sample table with column and row headings in Table 6-1. To begin a formula, you first place your
insertion point in the cell location where you want the formula to appear. In Table 6-1, the first
formula begins in a blank cell, E1, and the formula is written by cell address location where the
values appear 5B11C11D1. The SUM function can be used to obtain the same result, and it is
displayed as 5SUM(LEFT). Two different approaches can be used to add the values in the cell
range and get the same result. See Table 6-2 for descriptions of types of formulas and functions.
A number format can be applied to a selected cell. The available format options consists of a pound
symbol (#), zero decimal places, a comma, a currency system ($), two-decimal places, percentage
symbol (%), and parentheses ( ). Selecting any one of these changes the format of the number for
that cell.
Sometimes it is necessary to edit a value and update the field with the new total, average, or
another function that was applied. To update a field, select the field, right-click, and then
select Update Field.
A field code is a placeholder where the function appears—it appears as {5SUM(ABOVE)}. When
applying functions, only the result appears—by default, the field codes are not displayed. The field
codes can be turned on in Backstage, Options, and then select Advanced ; in the Show document
content section, click the check box by Show field codes instead of their values. There are three
options on how a field code appears in the table: Never, Always, and When Selected. Note that the
function is enclosed with curly brackets.
Table 6-2 describes each of the functions. Word provides many more functions—not all functions
are listed. In the exercise, you learn to apply a simple function to calculate values, apply a number
format, and display the field codes.
Table 6-1
Sample of table columns
and rows
A
B
C
D
1
Dresses
123
87
456
2
Pants
456
659
456
3
Skirts
987
456
78
E
192
Lesson 6
Table 6-2
Formula Functions
STEP BY STEP
File Type
Description
5SUM(ABOVE)
Adds the values in the range above cell.
5SUM(LEFT)
Adds the values in the range to the left of the cell.
5A11A21A31A4
Adds values by cell address location.
5SUM(A1:A4)
Adds the value by using the range arguments. The cell address to the left of
the colon is the beginning of the range, and the cell address to the right of
the colon is the last cell in the range.
5AVERAGE(ABOVE)
Averages values in the range above the cell.
5AVERAGE(LEFT)
Averages values in the range to the left of the cell.
5MAX(ABOVE)
Displays the highest value in the range above the cell.
5MAX(LEFT)
Displays the highest value in the range to the left of the cell.
5MIN(ABOVE)
Displays the lowest value in the range above the cell.
5MIN(LEFT)
Displays the lowest value in the rage to the left of the cell.
5COUNT(ABOVE)
Counts values above the cell.
5COUNT(LEFT)
Counts values to the left of the cell.
Use Formulas in a Table
USE the document that is open from the previous exercise.
1. Place the insertion point on the last row.
2. In the Rows & Columns group, click Insert Below
last row.
. A new row is inserted below the
3. Type Total Cost in the first column, last row. Bold the text and align right.
4. Position the insertion point in the second column, last row. You will calculate the total
using the Formula dialog box.
button. The
5. On the Table Tools Layout tab, in the Data group, click the Formula
Formula dialog box opens (see Figure 6-23). If you are familiar with Excel, then you will
notice the similarities in the Formula button. Refer to Table 6-2 for the formula
functions.
Figure 6-23
Formula dialog box
3.2.5
How do you add a formula
to a table?
6. By default, the 5SUM(Above) formula displays. This function totals the values listed
previously in the second column. Word automatically detects values in a table when
using the Formula button.
7. Click OK to accept the default and close the Formula dialog box.
8. SAVE the document as Part Numbers Update in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Creating Tables
STEP BY STEP
193
Apply a Number Format
USE the document that is open from the previous exercise.
1. Place the insertion point in the 470.5 value. By default, the cell value is shaded in gray.
This value appears with one decimal place. To change the formatting of the decimal
places, open the Formula dialog box again by clicking on the Formula button.
2. Click the drop-down arrow in the Number format section and select the third option,
$#,##0.00;($#,##0.00) as shown in Figure 6-24.
Figure 6-24
Number format options
Available number
format options
3. Click OK . This option inserts a currency symbol, a comma (the thousand place
separator), and two decimal places.
4. Select all values in the second column and select Align Center Right from the
Alignment group on the Layout tab.
5. SAVE the document as Part Numbers First Update in the lesson folder on your flash
drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Update Fields
USE the document that is open from the previous exercise.
1. Select the 12.50 value and change the value to 15.40.
2. Place the insertion point in the $470.50 value, right-click, and then click Update Field.
Notice that the total cost value has been updated.
3. SAVE the document as Part Numbers Final in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Display Field Codes
USE the document that is open from the previous exercise.
1. Click the File tab, and then click Options.
2. Click Advanced.
3. Under the section, Show document content, click the check box by Show field codes
instead of their values . By the Field shading area, When selected is showing—leave the
default settings. The other options available are Never and Always.
4. Click OK to close the dialog box and accept the settings.
5. Your insertion point should be in the second column. In the Table group, click Select,
and then click Select Column. Change the width to 2.7 0 in the Cell Size group (see
Figure 6-25).
194
Lesson 6
Figure 6-25
Display of field codes in table
6. SAVE the document as Part Numbers Displaying Field Codes in the lesson folder on
your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Disable Field Codes
USE the document that is open from the previous exercise.
1. Click the File tab, and then click Options.
2. Click Advanced.
3. Under the section, Show document content, click the check box by Show field codes
instead of their values to remove the check mark.
4. Click OK to close the dialog box. When disabling field codes in a table, the value where
the formula was entered appears.
PAUSE. LEAVE the document open to use in the next exercise.
Using Object Zoom
In Lesson 2, you learn about the Zoom group and the new Read Mode view. Microsoft has
enhanced reading documents using the Object Zoom. Object Zoom is new in Read Mode and
allows you to zoom in on objects such as tables, charts, and images. In this exercise, you practice
using the Object Zoom in Read Mode.
STEP BY STEP
Use Object Zoom
USE the document that is open from the previous exercise.
1. Click the View tab and select Read Mode to change the page layout of the document.
2. Double-click the table to zoom in on the table. The table appears with a magnifier
beside it and a shadow background of the document appears behind the table.
3. Click the magnifier button to zoom in to the table. The table fills the screen, which
makes it easier for reading.
4. Click the magnifier button again to zoom out.
5. Click anywhere outside of the table to exit the object zoom feature and return to the
document in Read Mode.
Creating Tables
195
6. Click View on the menu, and then select Edit Document to return to the document screen.
Another Way
You can also exit
from the object zoom feature
by pressing the Esc key once,
and exiting the Read Mode by
pressing the Esc key again.
7. SAVE the document with the same filename in the lesson folder on your flash drive.
CLOSE Word.
SKILL SUMMARY
In This Lesson, You
Learned To:
Exam Objective
Objective
Number
Create a Table
Define table dimensions.
Demonstrate how to use Quick Tables.
3.1.3
3.1.5
Format a Table
Apply styles to tables.
Modify fonts within tables.
3.2.1
3.2.2
Manage Tables
Set AutoFit options.
Modify table dimensions.
Sort table data.
Merge cells.
Configure cell margins
Set a table title.
Convert text to tables.
Convert tables to text.
3.1.4
3.2.6
3.2.3
3.2.7
3.2.4
3.1.6
3.1.1
3.1.2
Use Formulas in a Table
Demonstrate how to apply formulas to a table.
3.2.5
Use Object Zoom
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. Using the Sort feature in a table sorts selected content in what order?
a. Ascending
b. Descending
c. Alphabetical order
d. All of the above
2. Combining two or more cells into one cell uses a Word feature called:
a. Split Cells.
b. Merge Cells.
c. Merge All Cells.
d. Merge Selected Cells.
3. An arrangement of data made up of horizontal rows and vertical columns is called a:
a. menu.
b. heading.
c. table.
d. merge.
4. Built-in preformatted tables that can be inserted and used in your documents are called:
a. Table Style Options.
b. Tables.
c. Quick Tables.
d. Insert Tables.
5. The rectangles that are formed when rows and columns intersect are known as:
a. cells.
b. merged cells.
196
Lesson 6
c. split cells.
d. tables.
6. Which sort order sorts text from the end to the beginning?
a. Descending
b. Ascending
c. Plunging
d. Downward
7. Sorted data can consist of:
a. text.
b. numbers.
c. dates.
d. All of the above
8. Which option would you choose to arrange data alphabetically, numerically, or
chronologically?
a. Filter
b. Group
c. Sort
d. Category dialog box
9. When you create a table in Word, two new Ribbon tabs appear. Which of the following
is in the Table Tools tab?
a. Page Layout
b. Design
c. Insert
d. Merge Cells
10. The first row of a table that is formatted differently than the rest of the table and
contains information to identify the data in the column is called a:
a. total row.
b. banded column.
c. header column.
d. header row.
True/False
Circle T if the statement is true or F if the statement is false.
T F
1. When you know how many rows and columns you need in a table, the quickest
way to create the table is by dragging over the grid in the Table menu.
T F
2. A formula can be applied by using only the functions that are available in Word.
T F
3. When Word converts text to tables, it uses paragraph marks, tabs, and commas
to determine how to organize the data within the table.
T F
4. You can move a column or row using Cut and Paste.
T F
5. Sorting can only sort one column of data at a time.
T F
6. If a hyphen exists within a section of text, and you are converting that text to a
table, the hyphen will create a new column.
T F
7. Text can be aligned both horizontally and vertically in a cell.
T F
8. Word provides four options for changing the direction of text in a cell.
T F
9. You can sort single-level lists, such as bulleted or numbered lists in a table.
T F 10. The Repeat Header Rows button is used for tables that extend to multiple pages.
Competency Assessment
Project 6-1: Creating a Placements Table
Ms. Archer, the executive recruiter, asks you to start working on a placements table that will list
the candidates that have been placed, the companies that hired them, and the date of hire.
Creating Tables
197
GET READY. LAUNCH Word if it is not already running.
1. OPEN Placements from the data files for this lesson.
2. SAVE the document as 6-1 Placements Table in the lesson folder on your flash drive.
3. Place the insertion point in the last column. On the Layout tab, in the Table group, click
the Select button and Select Column.
4. On the Layout tab, in the Cell Size group, click the up arrow in the Width box until it
reads 1.3 0.
5. Select the first column in the table.
6. On the Layout tab, in the Cell Size group, click the down arrow in the Width box until it
reads .9 0.
7. Select the Company column and change the width to 1.50.
8. On the Design tab, in the Table Style Options group, click the Header Row check box
and Banded Rows check box to enable. Place your insertion point within the table.
9. On the Design tab, in the Table Styles group, select the Grid Table 4 – Accent 4 style.
10. Select the last column in the table.
11. On the Layout tab, in the Data group, click the Sort button to open the Sort dialog box.
12. Under the My list has section, make sure the Header row option button is selected.
Click OK . This sorts the column by date.
13. With the table selected, on the Layout tab, in the Table group, click the Properties
button.
14. In the Table Properties dialog box, click Center alignment in the Table tab.
15. Click the Alt Text tab and in the Title box, type Employee Placements. In the
Description box, type Employees date of employment. Click OK .
16. Select the header row.
17. On the Layout tab, in the Alignment group, click Align Center.
18. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
LEAVE Word open for the next project.
Project 6-2: Quarterly Sales Data
Create a table showing the quarterly sales for Coho Vineyard.
GET READY. LAUNCH Word if it is not already running.
1. Create a new blank document.
2. SAVE the document as 6-2 Quarterly Sales in the lesson folder on your flash drive.
3. On the Insert tab, in the Tables group, click the Table button. Drag to create a table that
has 5 columns and 6 rows.
4. Enter the following data in the table as shown: Note: Press Shift + Enter to insert a line
break after typing Vineyard .
Coho Vineyard 20XX
First Quarter
Second Quarter
Third Quarter
Fourth Quarter
Mark Hanson
19,098
25,890
39,088
28,789
Terry Adams
21,890
19,567
32,811
31,562
Max Benson
39,400
35,021
19,789
21,349
Cathan Cook
34,319
27,437
28,936
19,034
5. Select the first row. On the Layout tab, in the Merge group, click the Merge Cells
button.
198
Lesson 6
6. With the row still selected, center the title by clicking the Align Center button in the
Alignment group on the Layout tab.
7. On the Design tab, in the Table Style Options group, click the Last Column check box to
enable. The Header Row, First Column, and Banded Rows options should be turned on
already.
8. On the Design tab, in the Table Styles gallery, click the More button to display the
gallery. Under the List Table group, select List Table 1 Light - Accent 6.
9. Insert a column after Fourth Quarter by placing the insertion point above the end of
symbol.
row markers, and then clicking the plus
10. Merge the last column with the title by selecting the first row, right-click, and select
Merge Cells.
11. Type Total in last column. In the Alignment group, select Align Center.
12. Position the insertion point in the blank cell below Total. In the Data group, select
Formula. The Formula box displays 5SUM(LEFT); this totals the values to the left.
13. In the Number format box, click the drop-down arrow and select the third option
$#,##0.00;($#,##0.00) .
14. Click OK .
15. Position the insertion point in the next blank cell and in the Data group, select Formula.
Edit the formula by double-clicking on the text ABOVE and typing LEFT. Make sure you
type the function inside the parentheses.
16. Apply the same number format that you selected in step 13. Click OK.
17. Position the insertion point in the next blank cell and in the Data group, and
select Formula.
18. In the Formula box, delete SUM(ABOVE) —do not delete the equal sign.
19. In the Paste function box, click the drop-down arrow and select SUM. Place the
insertion point inside the parentheses and type LEFT.
20. Apply the same number format that you completed in step 13.
21. Click OK .
22. Position the insertion point in the last blank cell and in the Data group, select Formula.
23. Edit the formula by double-clicking on the text ABOVE and typing LEFT.
24. Apply the same number format that you completed in step 13.
25. Click OK .
26. SAVE the document with the same filename in the lesson folder on your flash drive.
27. On the Layout tab, click the Select button in the Table group, and then choose Select
Table from the drop-down menu.
28. In the Data group, select Convert to Text, and then select Tabs. Click OK .
29. SAVE the document as 6-2 Quarterly Sales2 in the lesson folder on your flash drive,
and then CLOSE the file.
LEAVE Word open for the next project.
Proficiency Assessment
Project 6-3: Sales Table
Ms. Archer asks you to create a sales table including data from the past two years. She can use this
table to set goals and project future income.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Sales from the data files for this lesson.
2. SAVE the document as 6-3 Sales Table in the lesson folder on your flash drive.
3. Select the column headings containing the months and change the text direction for all
the months so that they begin at the bottom of the column and extend to the top.
Creating Tables
199
4. Increase the row height of the row containing the months to 0.9 inches so that the text
all fits on one line.
5. Use the AutoFit Contents for the selected months.
6. Make sure the Header Row, Banded Rows, and First Column Table Style Options are
the only ones turned on.
7. Merge all the cells in the first row and align center the heading.
8. Increase the row height to 0.6.
9. Merge all the cells in the second row and align center the subheading.
10. Choose the Grid Table 4 - Accent 2 Table Style format.
11. If necessary, select the heading in the top row and align center again.
12. Center the table horizontally in the Table Properties dialog box.
13. Select all values including the blank cells. Increase the Cell Margins to 0.08 0 for the top
and bottom of the cells.
14. Increase the spacing between cells to 0.040.
15. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open for the next exercise.
Project 6-4: Client Contact Table
Ms. Archer would like you to include the average projection in the project that you completed in
Project 6-3. After you save the document with the field codes being displayed, return to Backstage
and disable.
GET READY. LAUNCH Word if it is not already running.
1. SAVE the document as 6-4 Sales Table in the lesson folder on your flash drive.
2. Replace the column heading Totals and type Average. Notice the column width
automatically adjusts because it has been resized to fit content.
3. Press Tab to move the insertion point to the next blank cell.
4. Open the Formula dialog box and edit the formula in the Formula box, by deleting SUM
and typing AVERAGE. Complete the same step for the remaining months.
5. SAVE the document in the lesson folder on your flash drive.
6. If necessary, display the field codes. Click Advanced, and then under the section Show
document content, click the check box by Show field codes instead of their values.
Leave the Field shading as the default. Click OK .
7. Select the table and change the page orientation to Landscape, font size 9 pt, alignment
left from the Paragraph group, and AutoFit Window.
8. SAVE the document as 6-4 Field Codes in Table in the lesson folder on your flash drive,
and then CLOSE the file.
LEAVE Word open for the next project.
Mastery Assessment
Project 6-5: Quarterly Sales Table Update
The Coho Winery’s Quarterly Sales Table includes some formatting mistakes. Find and correct
the four problems within this document.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Problem from the data files for this lesson.
2. SAVE the document as 6-5 Fixed Quarterly Sales in the lesson folder on your flash drive.
200
Lesson 6
3. Find and correct four errors in the table.
4. Apply AutoFit Contents and center the table horizontally on the page.
5. Change the Table Styles and select Grid Table 5 Dark.
6. Insert a row after Cathan Cook .
7. Type Highest Sales in the first column, last row.
8. Use the MAX function to calculate the highest sale for each quarter and apply the
number format by selecting the second option.
9. SAVE the document as 6-5 Fixed Quarterly Sales with Field Codes in the lesson folder
on your flash drive.
10. Turn the field codes off.
11. SAVE the document as 6-5 Fixed Quarterly Sales in the lesson folder on your flash
drive, and then CLOSE the file.
LEAVE Word open for the next project.
Project 6-6: Soccer Team Roster
As coach of your child’s soccer team, you need to distribute a roster to all your players with contact
information, uniform numbers, and assigned snack responsibilities. You received a rough list from
the league, and you would like to convert it to table form. You haven’t converted text to a table
before, but you’re confident you can do it.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Soccer Team from the data files for this lesson.
2. SAVE the document as 6-6 Soccer Roster in the lesson folder on your flash drive
3. Select all the text.
4. Select Convert Text to Table from the menu in the Tables group.
5. In the Convert Text to Table dialog box, type 4 in the Number of columns box. Click the
Commas button under the Separate text at section and click OK .
6. Use what you learned in this lesson to format the table as shown in Figure 6-26. Start
by removing extra words, adjusting column widths for the last column to 1.82 0, and
aligning text. Sort the table by snack date in ascending order, insert a header row with
the following headings for each column ( Name, Uniform Number, Telephone Numbers,
Snacks ) and choose the List Table 6 Colorful – Accent 3 Table Style. Change the header
row height to 0.50.
Figure 6-26
Soccer team roster
7. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
STOP. CLOSE Word.
Working with Themes, Style Sets,
Backgrounds, Quick Parts, and Text Boxes
7
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Formatting, Creating, and Customizing a Theme
Change document themes.
1.3.2
Formatting a Document Using Style Sets
Change document Style Sets.
1.3.3
Formatting a Document’s Background
Insert watermarks.
1.3.5
Using Quick Parts in a Document
Insert Quick Parts.
Append text to a document.
Insert Built-in Fields.
5.1.1
2.1.1
2.1.6
Applying and Manipulating Text Boxes
Insert text boxes.
5.1.2
Making Text Graphically Appealing and Inserting
a Special Character
Insert special characters (©, ™, ₤).
2.1.7
KEY TERMS
• AutoText
• building blocks
• document theme
• drop cap
• field
• pull quote
• Style Set
• text box
• Unicode
© nyul/iStockphoto
• watermarks
201
202
Lesson 7
You are a content manager for Flatland Hosting Company, a position in
which you are responsible for writing and editing all client material, such
as hosting guidelines and agreements. When creating and revising
documents, several Word commands can help you work more efficiently.
In this lesson, you learn to apply a theme to a document, and add content
to a document using Quick Parts, and insert page numbers, headers,
and footers.
© nyul/iStockphoto
SOFTWARE ORIENTATION
The Design Tab
The Design tab is new in Word 2013 and it offers several different ways to format a document
using Themes or selecting from the Document Formatting gallery. Changing the appearance
of the document can capture the attention of your audience. After opening a document, you
can access the commands on the Design tab, shown in Figure 7-1. Use this figure as a reference throughout this lesson as well as the rest of the book.
Document Formatting group
Page Background group
Figure 7-1
Design tab
Word provides options to change the appearance of a document with preset, built-in formatting Style Sets using themes or selecting from the Document Formatting gallery. Once
a theme or document formatting is applied, the colors, fonts, and effects can be changed or
customized. You also have the option to set the formatting as your default without having to
reset each time you work on a new document. Another new feature in Word 2013 is Paragraph
Spacing—the line and paragraph spacing is quickly changed to predefined values. Changing
the appearance of a document’s background will definitely grab someone’s attention.
FORMATTING, CREATING, AND CUSTOMIZING A THEME
The Bottom Line
Word provides features such as Themes to produce creative and professional documents. In this
lesson, you learn to change the appearance of a document using an existing theme, and then create
and customize the theme.
Formatting a Document with a Theme
Predefined formatting preferences allow you to change the overall appearance of the document
by selecting and applying a theme. A document theme is a set of predefined formatting options
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
203
that includes theme colors, fonts, and effects. In this exercise, you learn how to apply a document
theme in Word.
Theme colors contain four text and background colors, six accent colors, and two hyperlink colors. Click the Colors button to change the colors for the current theme as shown in Figure 7-2.
Figure 7-2
Colors menu
Theme fonts contain a heading font and a body text font. Click the Fonts button to change the
fonts for the current theme, as shown in Figure 7-3.
204
Lesson 7
Figure 7-3
Fonts menu
Theme effects are sets of lines and fill effects. Click the Effects button to change the effects for the
current theme, as shown in Figure 7-4.
Figure 7-4
Effects menu
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
STEP BY STEP
205
Format a Document with a Theme
OPEN the Hosting document from the data files for this lesson.
1. On the Design tab, in the Document Formatting group, click Themes ; the Themes menu
opens, as shown in Figure 7-5.
This document has already been preformatted with styles.
Cross
Ref
In Lesson 3, you learn to format text using styles.
Figure 7-5
Document Themes
2. Place your mouse pointer over any built-in theme and notice that the document
changes to display a live preview of the theme.
Take Note
Applying a theme changes the overall design of the entire document.
3. Click the View theme and the elements are applied to the document. Scroll down and
view the changes in the document.
1.3.2
4. SAVE the document as Hosting Term in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
How do you change a
document’s theme?
206
Lesson 7
Creating and Customizing a Document Theme
In a business environment, the company might want to show consistency by customizing a theme
to be used for reports throughout the organization. In this exercise, you create, customize, and
apply a new theme to a document.
Create and Customize a Document Color
STEP BY STEP
USE the document that is open from the previous exercise.
1. In the Document Formatting group, click the Colors button to open the Colors menu
(refer to Figure 7-2). The Colors menu contains predefined formatting colors with four
text and background colors, six accent colors, and two hyperlink colors. These colors
can be customized and saved with a new name.
2. At the bottom of the Colors menu, click Customize Colors ; the Create New Theme
Colors dialog box opens (see Figure 7-6).
Figure 7-6
Create New Theme Colors
dialog box
Four text/Background
colors
Preview of your selection
Six Accent colors
A hyperlink is a link to a
document or a Web site
Defines a new custom name
Resets back to
default colors
Take Note
Throughout this chapter, you see information that appears within brackets, such as [your e-mail
address]. The information contained in the brackets is intended to be directions for you rather
than something you actually type word for word. It instructs you to perform an action or substitute text. Do not type the actual text that appears within brackets.
3. In the Name box, replace Custom 1 by typing Corporate [your initials].
Another Way
You can edit the
Colors and Fonts in the Styles
group, under Styles or use
the shortcut keys,
ALT1CTRL1SHIFT1S.
4. Click Save ; the dialog box closes and you have defined a new custom theme color
name based on default colors.
5. Click Colors and under the Custom section, place your insertion point over Corporate
[your initials] . Right-click the theme name, and then click Edit from the shortcut menu
that appears. The Edit Theme Colors dialog box appears.
6. In the list of theme colors, click the Accent 2 drop-down arrow to produce a menu of
colors for this element.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
1.3.2
207
7. Select Tan, Text 2, Darker 50% .
8. Click Save. You changed the default color to a specific color and created your own
custom theme colors for your document.
How would you create a
customized color and apply
it to a document?
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Create and Customize a Document Font
9. SAVE the document in the lesson folder on your flash drive.
USE the document that is open from the previous exercise.
1. Click the Fonts button to produce the Fonts menu (refer to Figure 7-3). In the menu,
click Customize Fonts ; the Create New Theme Fonts dialog box opens.
2. In the Name box, replace Custom 1 by typing Corporate Fonts [your initials] .
3. Change the Heading Font and Body Font to Arial.
1.3.2
Notice the preview of your font choices that appears in the Sample pane of the
dialog box.
4. Click Save to close the dialog box and apply your font choices to the document.
How would you create a
customized font and apply
it to a document?
Take Note
STEP BY STEP
5. SAVE the document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
A quick way to change fonts is by typing the font name in the Font box.
Create and Customize Document Effects
USE the document that is open from the previous exercise.
1. Position the insertion point anywhere in the document.
2. Click the Effects button and select Glossy from the menu that appears (refer to Figure 7-4).
When applying shapes to your document, such as a bevel shape, the shape displays
based on the effect you selected. Notice the change in the bevel shape on page 1 next
to the second paragraph under the heading Introduction (see Figure 7-7).
Figure 7-7
Sample bevel shape
with effects
Applying one of the Effects
produces a different effect
on the bevel shape
3. SAVE the document as Hosting Term1 in your flash drive in the lesson folder.
1.3.2
How would you create a
customized effect and apply
it to a document?
PAUSE. LEAVE the document open to use in the next exercise.
208
Lesson 7
Take Note
Document formatting is the same throughout all Office programs, and documents can share the
same appearance.
Applying Paragraph Spacing
Applying the paragraph spacing changes the line and paragraph spacing for the entire document.
You can apply one of the predefined options or customize your own. When you customize paragraph spacing, the Manage Styles dialog box opens and you have the option to create a new style,
edit styles, and restrict styles. Note that the Manage Styles feature will not be covered in this lesson because it is an advanced command. You also have an option to return the document back to
the default settings.
STEP BY STEP
Apply Paragraph Spacing
USE the document that is open from the previous exercise.
1. Position the insertion point anywhere in the first paragraph. In the Document
Formatting group, click the Paragraph Spacing
button.
The built-in menu appears (see Figure 7-8).
Figure 7-8
Paragraph Spacing Style Set
Default settings
Built-In settings
Option to customize
the Paragraph Spacing
2. Hover over each of the built-in settings and notice the changes on the whole document.
Also, a ScreenTip appears displaying the line and paragraph setting for that option.
Select Open.
3. SAVE the document as Hosting Term2 in your flash drive in the lesson folder.
PAUSE. LEAVE the document open to use in the next exercise.
FORMATTING A DOCUMENT USING STYLE SETS
The Bottom Line
Word 2013 has a new group called Document Formatting on the Design tab. The Document Formatting group contains many different Style Sets that change the appearance of the whole document.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
209
Applying a Style Set to a Document
In Lesson 3, you learn to apply styles to text using the gallery of styles, and in this section you
apply Style Sets that will affect the whole document. These Style Sets are predefined styles with
fonts and paragraph spacing defined. You have an option to reset the document back to its default
or save a new Style Set. In this exercise, you learn to apply a Style Set.
STEP BY STEP
Apply a Style Set to a Document
USE the document that is open from the previous exercise.
1. Hover the mouse over a few of the built-in Style Sets in the Document Formatting
group and watch how the appearance of the document changes. Note, before applying
Style Sets, the document must contain styles.
Cross
Ref
In Lesson 3, you learn to apply styles to text and modify styles.
2. Click the More
button and select Lines (Distinctive) as shown in Figure 7-9.
Figure 7-9
Document Formatting
Style Sets
1.3.3
How would you change a
document’s style?
3. SAVE the document as Hosting Term3 in your flash drive in the lesson folder, and then
CLOSE the file.
PAUSE. LEAVE the document open to use in the next exercise.
FORMATTING A DOCUMENT’S BACKGROUND
The Bottom Line
Word’s enhanced features allow the user to produce a creatively formatted document by changing
the background color, inserting a watermark, and adding a border to the document.
Inserting a Page Color
Adding a background color to the title page of a report conveys originality. For example, you
might want to distinguish your research paper from others by adding a background color to the
first page. It is important to use background colors in moderation and to choose a page color that
will not interfere with the text. If text is dark, for example, the background color should be light.
If text is light, a dark background would improve the document’s readability. Word also lets you
210
Lesson 7
add interesting Fill Effects for the Page Background, such as gradients, textures, patterns, and
pictures. In this exercise, you learn to insert a page color in a document.
STEP BY STEP
Insert a Page Color
OPEN the Hosting document from the data files for this lesson.
1. Click the Design tab.
2. In the Page Background group, click the Page Color button to open the color menu and
gallery, as shown in Figure 7-10.
Figure 7-10
Page Color menu
3. Click to select White, Background 1, Darker 5% ; the page color is applied.
4. SAVE the document as Hosting Term4 in your flash drive in the lesson folder.
PAUSE. LEAVE the document open to use in the next exercise.
Formatting the Page Color Background
You can apply formatting to a page color background with one color or with a fill effect, such as
gradient, texture, pattern, or a picture. A gradient fill is a shape fill that changes from one color to
another based on the shading style selected or applied with one of the preset colors. The layout of
the page colors provides emphasis to the document. In this exercise, you learn to format the page
background using two colors and changing the shading style.
STEP BY STEP
Format the Page Color Background
USE the document that is open from the previous exercise.
1. With the Design tab active, click the Page Color button, to display the menu.
2. Click Fill Effects. The Fill Effects dialog box opens with the Gradient tab active.
3. Under the Colors section, select Preset.
4. Click the Preset colors drop-down arrow to view available background colors in the
Sample area.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
211
5. In the Gradient tab under the Colors section, change your selection to Two colors. Two
options appear, Color 1 and Color 2.
6. Under Color 2, click the drop-down arrow to produce the color palette. Select Black, Text 1,
Lighter 50% . The selected color appears in the box under Color 2 (see Figure 7-11).
Figure 7-11
Fill Effects dialog box
7. Under the Variants section, samples of the two colors are displayed. Under the Shading
Styles section, you have choices on how the style should appear in the document.
Select From Center. Notice the lower-right corner produces the Color 1 in the Center
and Color 2 outside. Click OK .
8. SAVE the document as Hosting Term5 in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Inserting a Watermark
In business, some documents might contain sensitive information, and the nature of a document’s
status should be clearly conveyed on its pages. Word provides built-in text called watermark s
that display lightly behind text as words, such as confidential , draft , or urgent. Watermarks can be
customized to include text or images, including company logos. In this exercise, you learn to insert
a watermark using text, an image, and a custom watermark.
STEP BY STEP
Insert a Watermark
USE the document that is open from the previous exercise.
1. In the Page Background group of the Design tab, click the Watermark menu and select
Confidential 1.
1.3.5
How do you insert a
watermark?
The watermark is placed behind the text and is semitransparent.
2. SAVE the document with the same filename in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
212
Lesson 7
STEP BY STEP
Insert a Custom Watermark
USE the document that is open from the previous exercise.
1. Click the Watermark menu and select Custom Watermark. The Printed Watermark
dialog box opens.
2. Select the Text watermark option button and then click the drop-down arrow next to
Text and select Draft. You can customize text watermarks by typing content in the text
box or you can select from the drop-down menu.
3. Click the drop-down arrow by Font and select Franklin Gothic Book. This changes the
text watermark font.
4. In the Color box, click the drop-down arrow and select Dark Red in the Standard Colors
box (see Figure 7-12).
Figure 7-12
Printed Watermark dialog box
1.3.5
5. Click OK . The watermark is inserted on all pages. If you click Apply, the dialog box
remains open and you can view your watermark in the document. When you click OK ,
the dialog box closes and you’re back in the document screen.
6. SAVE the document as Hosting Draft in the lesson folder on your flash drive.
How do you insert a custom
watermark?
PAUSE. LEAVE the document open to use in the next exercise.
STEP BY STEP
Insert an Image Watermark
USE the document that is open from the previous exercise.
1. Remove the Page Color background, by clicking the Page Color button, and then
selecting No Color. The background is removed.
2. Click the Watermark menu and select Custom Watermark. The Printed Watermark
dialog box opens.
3. Select the Picture watermark option button and then click the Select Picture button.
4. Click the Browse button next to From a file, and then locate your lesson folder and
select Internet Search .
5. Click Insert to insert the image in the document, and then click OK to close the Printed
Watermark dialog box.
1.3.5
How do you insert a picture
watermark?
6. SAVE the document as Hosting with Image in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
STEP BY STEP
213
Remove a Watermark
USE the document that is open from the previous exercise.
1. Open the Watermark menu and select Remove Watermark. The watermark is removed
from the document.
2. Click the Undo
button.
3. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
Cross
Ref
Later in this lesson, you learn to insert a watermark using the Building Blocks Organizer.
Adding a Page Border
The Page Borders command allows you to insert a border around a document’s page. Adding a
border improves the appearance of the document. Applying elements by changing the color,
width, and style adds emphasis to the page. In this lesson, you learn to add elements to a page
border and insert them into a document.
STEP BY STEP
Add a Page Border
1. OPEN the Hosting Term5 document you created earlier.
2. In the Page Background group of the Design tab, click the Page Borders button. The
Borders and Shading dialog box appears with Page Border as the active tab.
3. In the Setting section, click the Shadow option. Notice the Preview area displays a
shadow effect on the bottom and right border.
4. Click the drop-down arrow on the Color menu and choose Black, Text 1, Lighter 5% .
You apply a specific color to the border.
5. Click the drop-down arrow on the Width menu and choose 2 1/4 pt. The width of the
border is increased to provide emphasis.
Figure 7-13
6. Click the drop-down arrow on the Apply to menu and click This section–First page only
as shown in Figure 7-13. The page border is applied only to the first page of this section.
Borders and Shading
dialog box
Available options on
where to apply the border
214
Lesson 7
7. Click OK .
Scroll and review your document, and notice that the border does not appear on
other pages.
8. Select the bevel shape on page 1 and press Delete. Hint: you need to see a solid border
to delete the shape.
9. SAVE the document as Hosting Term6 in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Cross
Ref
In Lesson 4, you learn to place a border around text and paragraphs using the Borders and Shading
dialog box.
USING QUICK PARTS IN A DOCUMENT
The Bottom Line
Building blocks contain built-in reusable content such as text, graphics, and objects. Building
blocks are easily managed and inserted in a document for a quick format. Building blocks are organized in galleries and sorted by category. In the Building Blocks gallery, you can insert cover
pages, headers, footers, page numbers, text boxes, and watermarks. In this exercise, you learn to
use built-in building blocks and insert fields in a document.
Using Built-In Building Blocks
Another term for building blocks is AutoText , and both features are used the same way. Word provides a number of predefined building blocks or you can create or customize your own building
blocks to be used in other documents. The Building Blocks Organizer provides a way to manage
building blocks by editing, deleting, and/or inserting them. In the left pane of the dialog box, the
built-in building blocks are listed by name; the Gallery column indicates the gallery that contains
each building block, and the Category column indicates each element’s general type, whereas the
Template column indicates within which template the element is stored. You can use the buttons
at the bottom of the dialog box to delete and edit selected building blocks. The right pane previews
your selections (see Figure 7-15).
In this exercise, you learn to use built-in building blocks and insert fields in a document.
STEP BY STEP
Use Built-In Building Blocks
USE the document that is open from the previous exercise.
1. On the Insert tab, in the Text group, click the Quick Parts button to display the Quick
Parts menu, as shown in Figure 7-14.
Figure 7-14
Quick Parts menu
2. Click the Building Blocks Organizer menu option to display the Building Blocks
Organizer dialog box, as shown in Figure 7-15.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
215
Figure 7-15
Building Blocks Organizer
Click to sort
the headings
Preview area
Name and description
of building block
Options to edit
properties,
delete, and insert
3. Click the Name heading to sort the building blocks by name.
4. Scroll down the list and select Confidential 1 Watermark.
Troubleshooting
You can adjust the Name column by dragging the resize bar to the right to change the width.
5. Click the Insert button. The Confidential watermark appears behind the text on every
page.
6. Position the insertion point at the beginning of the first paragraph under Introduction.
5.1.1
7. Display the Building Blocks Organizer dialog box.
8. Click the Gallery heading to sort the building blocks by gallery.
How would you insert
a watermark using a
Quick Part?
9. Scroll down and select Austin Quote from the Text Box gallery. Click Insert and a pull
quote is inserted in the document as shown in Figure 7-16. You can type text in the
placeholders or drag and drop text in the area.
216
Lesson 7
Figure 7-16
Document with Text Box
Pull Quote
10. Under the heading, Introduction, select the second paragraph beginning with
Questions or comments . . . .
11. Move the selected text inside the quote area by dragging and dropping.
12. Use the Show/Hide Editing Marks button to delete both line breaks after the first
paragraph under Introduction.
13. Select the text box, and the Layout Options button appears on the right side of the
text box.
button to open the menu. Options are available on
14. Click the Layout Options
laying out the text box in the document.
15. Click the See more … link to open the Layout dialog box.
16. Click the Text Wrapping tab and select Square.
17. Click the Left only option button under the Wrap text section (see Figure 7-17). Click OK.
Figure 7-17
Layout dialog box
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
217
18. Place your pointer on the text box border—the pointer changes to four arrows to
allow you to drag and drop. Drag the quote to the end of the first paragraph until the
last seven lines of the paragraph wrap around it (see Figure 7-18).
Figure 7-18
Document with Text Box
Pull Quote wrapped
around paragraph
Layout Options
button appears when
Text Box is selected
Troubleshooting
Deselect the text box and select again to see the border around the text box.
19. Press Ctrl1End to move the insertion point to the end of the document.
20. Display the Building Blocks Organizer dialog box.
21. Scroll down and select Motion Sidebar from the Text Box gallery.
22. Click Insert. The text box is inserted at the end of the document and positioned on the
left side of the document. Your next step is to insert text into the text box.
23. Select the paragraph above Refusal of Service beginning with You and Flatland Hosting
further agree . . . When selecting the paragraph, do not select the paragraph mark,
because this will avoid displaying the horizontal line in the Text Box twice.
24. Change the font color to white so that the text will be visible on the sidebar.
25. Drag and drop the selection in the text box.
26. At the top of the text box, delete the [Sidebar Title] placeholder and blank line to move
the text up one line.
27. SAVE the document as Hosting Term7 in the lesson folder on your flash drive.
PAUSE. LEAVE Word open to use in the next exercise.
218
Lesson 7
STEP BY STEP
Insert a Cover Page Using the Built-In Building Blocks
USE the document that is open from the previous exercise.
2.1.1
1. Click the Building Blocks Organizer to display the dialog box and select Whisp in the
Cover Pages gallery.
2. Click Insert. The cover page is inserted as page 1.
3. Type the following information in the placeholders:
How do you append a cover
page to an existing
document?
Year: 20XX (The current date can be selected or you can type the year.)
Document Title : Flatland Hosting Company
Document Subtitle : Guidelines & Agreements
Author Name : A. Becker
Another Way
On the Insert tab, in
the Pages group, click the
Cover Page button to insert a
cover page.
Troubleshooting
4. Remove the placeholders for the Company Name.
5. SAVE the document as Hosting Term8 in the lesson folder on your flash drive, and then
CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
If you experience problems in saving the author’s name, complete one of the following actions:
(1) Right-click next to the placeholder and click Remove Content Control ; (2) Change the author’s
name in Properties—located in Backstage; (3) Click the File tab, and then click Options . In the
General category, under the Personalize your copy of Microsoft Office section, type the author’s
name next to the User name box and initials. Changing the user name is discussed in Lesson 9.
Inserting an Equation
Microsoft Word 2013 has built-in equations, which can be inserted from the Quick Parts gallery
or by using the Equation command. When you create a table that contains values, you can calculate your answer by inserting an equation. The same rules that you learned in Math apply when
inserting equations. You can use the Equation Tools Design tab, which displays when an equation
is inserted in a document, to edit or construct your own equation. In this exercise, you learn to
insert equations in a document.
STEP BY STEP
Insert an Equation
OPEN a new blank Word document.
1. Open the Quick Parts menu, and then click Building Blocks Organizer.
2. In the Building Blocks Organizer dialog box, in the Equations gallery, locate and click
the Expansion of a Sum equation.
3. Click Insert. The Expansion of a Sum equation is inserted in the document.
2.1.1
How do you append an
equation to an existing
document?
4. Position the insertion point after the equation placeholder, and then press the Enter key
twice to place a blank line below the placeholder.
5. Open the Building Blocks Organizer dialog box, locate and click the Area of Circle
equation, and then click Insert.
6. Position the insertion point after the equation placeholder, and then press the Enter key
twice to place a blank line below the placeholder.
7. Open the Building Blocks Organizer dialog box, then locate and click the Binomial
Theorem equation.
Another Way
In the Insert tab, in
the Symbols group, click the
Equation button, and select an
equation from the built-in
menu.
8. Click Insert.
9. Click after the equation placeholder, and press the Enter key twice.
10. SAVE the document as Equations in the lesson folder on your flash drive, and then
CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
219
Inserting a Field from Quick Parts
A field is a placeholder where Word inserts content in a document. Word automatically uses fields
when specific commands are activated, such as those for inserting dates, formulas, page numbers,
and a table of contents. When you insert a date field in a document, the date is updated automatically each time the document is opened. In this exercise, you learn to insert a field in a document.
Fields, also called field codes, appear between curly brackets ({ }) when displayed. Field codes are
turned off by default. To display field codes in a document, press Alt1F9. You can toggle back and
forth to display text and field codes by pressing Alt1F9. To edit a field, place the insertion point
within the field, right-click, and then click Edit Field .
STEP BY STEP
Insert the Date and Time
OPEN the Billing Table document from the lesson folder.
1. Position the insertion point on the last cell of the table in the second column.
2. Press Tab to insert a new row. Pressing the Tab key advances the insertion point to the
next cell. If you are in the last cell of the table, it inserts a row quickly without having to
access the Ribbon.
3. Position the insertion point in the first column, fifth row. Type Total and align
center right.
4. Press Tab. This time, the next cell is selected.
5. On the Insert tab, in the Text group, click the Quick Parts button to open the menu.
6. Click Field on the menu. The Field dialog box appears (see Figure 7-19).
Figure 7-19
Field dialog box
Categories
listing
Field names
Description of
field name
appears here
220
Lesson 7
7. The default 5 (Formula) is selected in the Field names box. Click the Formula
button. The Formula dialog box opens. This is the same dialog box that
is opened from the Table Tools Layout tab. Word automatically reads the values listed
above the formula, and 5SUM(ABOVE) appears in the formula box.
8. Change the Number Format by selecting the third option. Click OK .
Cross
Ref
In Lesson 6, you learn to turn the field codes on and display them in the document.
9. Place the insertion point on the blank line below the table and press Enter three times.
10. Type Last Updated: in bold and press the spacebar once after the colon.
11. On the Insert tab, in the Text group, click the Quick Parts button and click Field on
the menu.
12. From the Categories drop-down list, click Date and Time.
Troubleshooting
If the Field is shaded in gray, double-click the text in the cell.
13. In the Field Names list, click Date.
14. In the Date Formats list, select the ninth option with the Day Month Year format.
d MMMM yyyy appears in the Date Formats box. These symbols represent how the
date will look in your document.
15. Click OK to close the dialog box and insert the date and time field in your document.
The document should look similar to the one shown in Figure 7-20, with the exception
that the current date will appear.
Figure 7-20
Document with Formula and
Date field inserted
Another Way
On the Insert tab, in
the Text group, click Date &
Time to open the Date and
Time dialog box.
16. Disable the Show/Hide Editing Marks button.
17. SAVE the document as Billing Update in the lesson folder on your flash drive.
2.1.6
How would you insert a
field in a document?
PAUSE. LEAVE the document open to use in the next exercise.
Creating, Saving, and Inserting AutoText
AutoText adds text automatically when you type the first few characters as you learn in Lesson 1
when you typed the month. There are times when you type the same text many times, and creating AutoText entries saves your time. The entries are stored as building blocks in the Building
Blocks Organizer and can be edited once they are created. After an AutoText is created and saved,
you can insert the AutoText in the document. In this exercise, you learn to create, save, and insert
an AutoText in a document.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
STEP BY STEP
221
Create an AutoText
USE the document that is open from the previous exercise.
1. Position the insertion point on the blank line above the date and type Reviewed by
Hazel Loera.
2. Select Reviewed by Hazel Loera. To add text to the AutoText, you must first select text.
Be careful not to select the paragraph mark.
3. On the Insert tab, in the Text group, click the Quick Parts button and click AutoText on
the menu. As shown in Figure 7-21, the Save Selection to AutoText Gallery is active.
Figure 7-21
Save Selection to
AutoText Gallery
4. Click Save Selection to AutoText Gallery. The Create New Building Block dialog box
opens (see Figure 7-22).
Figure 7-22
Create New Building Block
dialog box
5. Type the following information into the dialog box:
Name : Reviewed by Hazel Loera
Gallery: Select AutoText.
Category: Select General category or you can create a new category.
6. Type the following text into the dialog box:
Description: The reviewer is the last individual to review all billings before mailing.
A description of the building block—this description—appears in the Building
Blocks Organizer.
7. Under Save In: Select Normal.
This is the template listing of where you would select to save the AutoText. If the
extension .dotm appears after Normal, then the extension for known types is enabled
allowing you to see the extension in the document title or dialog boxes. The default to
save the AutoText is in the Normal format, which is a Macro-Enabled Template. In
Lesson 12, you learn more about macros.
222
Lesson 7
8. Under Options : Select Insert content only.
There are three options to choose from: Insert content in its own page —building block
will be placed on separate page with page breaks inserted, Insert content in its own
paragraph—the content will be placed in its own paragraph, even if the user’s insertion
point is in the middle of a paragraph, and Insert content only—the content will be
inserted inline.
9. Click OK .
10. Delete the selected text, Reviewed by Hazel Loera.
11. Type the first four characters, and a ScreenTip appears displaying the AutoText. Press
Enter. The AutoText is inserted into your document.
12. Another way to insert the AutoText is to click the Quick Parts button and hover the
mouse over AutoText. You should see your text.
13. Click the Quick Parts button, and then click Building Blocks Organizer.
The Building Blocks Organizer Gallery should be sorted, and the new AutoText
should appear as the first entry as shown in Figure 7-23. Close the Building Blocks
Organizer.
Figure 7-23
Building Blocks Organizer
dialog box with AutoText
AutoText name
appears here
Edit Properties
allows you to change
the name,
description, or one of
the other properties
AutoText name and
description
Delete
button
14. SAVE the document as Billing Final in the lesson folder on your flash drive, and then
CLOSE the file.
PAUSE. LEAVE Word open for the next exercise.
Cross
Ref
In Lesson 1, you learn to show file extensions.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
223
Delete a Building Block
STEP BY STEP
OPEN a blank document.
1. Open the Building Blocks Organizer.
2. Highlight Reviewed by Hazel Loera.
At the bottom of the Building Blocks Organizer dialog box is the Delete button.
3. Click the Delete button.
A prompt appears asking “Are you sure you want to delete the selected building
block?”
4. Click Yes to close the Building Blocks Organizer.
5. CLOSE the document and do not save.
PAUSE. LEAVE Word open for the next exercise.
SOFTWARE ORIENTATION
Text Box Tools in the Ribbon
Before you begin working with text boxes, it is a good idea to become familiar with the new
tools available in the Ribbon. When you insert a text box, the Drawing Tools FORMAT tab
appears in the Ribbon, as shown in Figure 7-24.
Moves the text or
Changes Text image forward to
Direction
the surface
Insert Shapes
group
Shape
Styles
group
Opens the Format Shape
pane with the Shape
Options active
WordArt Styles Opens the
group
Format Shape
pane with the
Text Options
active
Selection Pane
opens and
makes it easier
to select object
Sends text or
image to the
background
Rotate The Size group
object provides options
to edit the Height
and Width
Opens the
Layout
dialog box
Figure 7-24
The Drawing Tools FORMAT tab
The Drawing Tools FORMAT tab provides commands for editing text boxes. Use this figure
as a reference throughout this lesson as well as the rest of this book.
APPLYING AND MANIPULATING TEXT BOXES
The Bottom Line
A text box is a, formatted box in which you can insert and position text and/or graphic objects.
Text boxes can be used for a variety of purposes. Most often, they are used to insert text within
other document text or to lay out text for specific emphasis or visual interest. After you insert a text
box, you can format the box using the Drawing Tools. You can also format the text in the box
using the Font formats. A pull quote is a small selection of text that is pulled out or quoted from
a larger selection of text. It is displayed within a box on the page that is formatted for emphasis,
and it is often used along with drop caps in newsletters, advertisements, and magazines.
224
Lesson 7
Inserting a Text Box
Word provides a gallery of built-in text boxes with pull quotes and sidebars that you can insert in a
document. When you need a different kind of text box, you can draw and insert your own empty,
unformatted text box. When drawing a text box, the Layout Options provide an option to wrap text
around the object. In this exercise, you insert a preformatted text box and draw a text box.
STEP BY STEP
Insert a Text Box
OPEN the Hosting document from the data files for this lesson.
1. Position the insertion point after the first paragraph after the Introduction heading.
2. On the Insert tab, in the Text group, click the Text Box button. A menu of built-in quote
and sidebar text box styles appears.
3. Click the Simple Text Box option. The text box, containing placeholder text, is inserted
in the first paragraph.
4. Select the second paragraph beginning with Questions or comments....com and drag
and drop in the text box.
The Layout Options button appears to the right of the text box.
5. Click the Layout Options button to open the Layout Options menu.
6. In the With Text Wrapping section, select Tight.
The text box wraps tightly around the paragraph. You also have the option to type text
in the text box.
7. Delete one of the line breaks after the first paragraph.
8. Press Ctrl + End to go to the end of the document.
9. Click the Insert tab.
10. In the Text group, click the Text Box button, and then select Draw Text Box. A crosshair
(1) appears.
11. Press and hold the left mouse button to draw a text box in the blank line below the last
paragraph under the Refusal of Service heading.
12. Use the Size group in the Format tab to change the width and height to 2.22” wide and
.95” in height.
13. Select the first sentence under the Refusal of Service heading beginning with Flatland
Hosting . . . no refunds and drag and drop it into the text box.
14. Press Ctrl + E to center the text in the text box.
15. Select the text box until you see the move arrow to move the text box and then drag
the text box to the right to horizontally center—use the ruler as your guide. Your
document should resemble Figure 7-25.
Figure 7-25
Document with text box
horizontally centered
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
225
16. SAVE the document as Hosting Term9 in the lesson folder on your flash drive.
5.1.2
PAUSE. LEAVE the document open to use in the next exercise.
How do you insert text in a
text box?
Formatting a Text Box
STEP BY STEP
Format a Text Box
When a text box is selected, the Drawing Tools Format tab appears. In this exercise, you practice
using these tools to format a text box.
USE the document that is open from the previous exercise.
1. Select the text box on page 7.
2. Click the Format tab.
3. In the Arrange group, click the Position button to open the menu, and select Position in
Middle Right with Square Text Wrapping from the drop-down menu that appears. The
text box is moved slightly down to the right of the document as shown in Figure 7-26.
Figure 7-26
Text box Position in Middle
Right with Square
Text Wrapping
4. The text box should still be selected. On the Format tab, in the Shape Styles group,
click the More button to display the gallery of styles (see Figure 7-27).
226
Lesson 7
Figure 7-27
Shape Styles gallery
5. Click the Intense Effect – Red Accent 2 style from the Shape Styles gallery. The text
box is formatted with the preformatted style.
6. Select the text and use the Mini toolbar to change the font color to white.
7. Press Ctrl+ Home to return to the beginning of the document.
8. Select the text box.
9. Click the Edit Shape button in the Insert Shapes group on the Format tab to display
the menu.
10. Click Change Shape to display the Shapes menu as shown in Figure 7-28.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
227
Figure 7-28
Change Shape menu
11. Under the Basic Shapes section, select the Hexagon shape in the first row, eighth
option. The text box shape takes on a hexagon shape.
12. With the text box still selected, in the Size group, change the height to .8” and width to 4”.
13. Change the font size to 9 pt. Your document should match Figure 7-29. You might need
to reposition the text box back toward the middle.
Figure 7-29
Text box with new shape
228
Lesson 7
14. Select the Hexagon shape, and click the Format tab.
15. In the Shapes Styles group, click the Shapes Effects button to display the menu.
16. Click the Bevel to display the additional options in the menu.
17. Under the Bevel section in the first row, click Cool Slant. The shape object acquires
more depth and a shadow effect.
18. In the Arrange group, click the Position button and select Position in Middle Left with
Square Text Wrapping to reposition the text box.
19. SAVE the document as Hosting Term10 in the lesson folder on your flash drive.
PAUSE. LEAVE the document open for the next exercise.
Saving a Selection to the Text Box Gallery
After you customize a text box style by changing the color, weight, and so on, you can save the
customized style to the Text Box gallery for reuse. In this exercise, you learn to save the hexagon
text box in the gallery.
STEP BY STEP
Save a Selection to the Text Box Gallery
USE the document that is open from the previous exercise.
1. Select the Hexagon text box.
2. From the Insert tab, click the Text Box button in the Text group. From the menu that
appears, choose Save Selection to Text Box Gallery. The Create New Building Block
dialog box opens as shown in Figure 7-30.
Figure 7-30
Create New Building
Block dialog box
3. In the Name box, type Hexagon Shape.
4. In the Description box, type Use this shape for questions or comments. Keep the
remaining defaults as listed.
5. Click OK . The saved selection for the Hexagon text box is saved in the gallery under the
General category.
6. To view, click in a blank area of the document to deselect the text box. In the Text
group, click the Text Box button. In the Built-in section, scroll down to the end of the
list as shown in Figure 7-31.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
229
Figure 7-31
Text Box gallery
Hexagon Shape
saved to the Text Box
gallery
7. SAVE the document as Hosting Final in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
MAKING TEXT GRAPHICALLY APPEALING AND
INSERTING A SPECIAL CHARACTER
The Bottom Line
The Text group in Word lets you insert professionally formatted text elements such as pull quotes
and drop caps quickly. A drop cap is a large initial letter that drops down two or more lines at the
beginning of a paragraph to indicate that a new block of information is beginning and to give
interest to newsletters, magazine articles, and other documents.
Creating a Drop Cap
Drop caps are used to add visual interest to newsletters or magazine articles. In this exercise, you
learn to add a drop cap to a Word document.
STEP BY STEP
Create a Drop Cap
USE the document that is open from the previous exercise.
1. Click the View tab and click the Navigation Pane check box to open the Navigation Pane.
2. Under the Headings tab, click Account Information, and then select the Y that begins
the sentence You agree to notify…
230
Lesson 7
3. Click the Insert tab, and click the Drop Cap button in the Text group. The Drop Cap
menu appears, as shown in Figure 7-32.
Figure 7-32
Drop Cap menu
4. Select Dropped from the menu. A drop cap is inserted and extends down three lines in
the paragraph, which is the default line drop length.
5. With the text box still selected, click the Drop Cap button in the Text group to display
the Drop Cap menu. Select Drop Cap Options to produce the Drop Cap dialog box. You
can use the options in this dialog box to change the position, font, and size of the drop
cap. The default settings for Font, number of Lines to drop, and Distance from text are
shown in Figure 7-33.
Figure 7-33
Drop Cap dialog box
Position
options
Click the drop-down arrow
to choose Font options
The Lines to drop can be
increased or decreased
The Distance from text
can be increased or
decreased
6. Click the Font drop-down arrow and change the font to Bookman Old Style.
7. Click OK to apply your changes and close the dialog box.
8. Click outside the drop cap to deselect it. The drop cap font is set to Bookman Old Style,
whereas the remaining text is unaffected.
9. To provide more emphasis to the Drop Cap, select the Y and change the font color to
dark red.
10. SAVE your document in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Inserting Special Characters
Special characters include recognizable symbols used by individuals or businesses to differentiate
their product or service to a specific target population. Copyright © symbols are used to protect
books, songs, and other original work from authors or artists. Trademark™ is an unregistered
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
231
trademark and is used to promote the company’s goods. Other symbols used are fractions ½, em
dash (—), and much more. Depending on the font that you select, you can insert international
monetary symbols such as the pound sign, £ , or yen sign, ¥. These symbols are represented by
Unicode, which is a character code. Unicode enables most of the languages in the world to be
symbolized with a special character identification. These special characters can be inserted using
the Symbol command on the Ribbon, the Symbol dialog box, or keyboard shortcuts. In this exercise, you insert a special character in a document.
STEP BY STEP
Insert Special Characters
USE the document that is open from the previous exercise.
1. Press Ctrl + End to move to the end of the document.
2. Press Enter once after the last paragraph under the heading, Refusal of Service .
3. Type Copyright Flatland Hosting 2013. All Rights Reserved.
4. Place the insertion point after the t in Copyright and press the Spacebar once.
5. On the Insert tab in the Symbols group, click the Symbol button, and then click More
Symbols.
6. Click the Special Characters tab to make it available. The Symbol dialog box is shown
in Figure 7-34.
Figure 7-34
Symbol dialog box
Additional symbols are
available in the Symbols tab
Available Special
Characters
Opens the AutoCorrect
dialog box
Opens the Customize
Keyboard dialog box
2.1.7
How would you insert a
special character in a
document?
7. Select Copyright from the list and click Insert.
8. Click Close. The copyright symbol is inserted in front of the company name followed by
the year this document was created.
9. SAVE your document in the lesson folder on your flash drive, and then CLOSE the file.
As you close Word, a prompt appears stating, You have modified styles, building
blocks (such as cover pages or headers), or other content that is stored in “Building
Blocks.” Do you want to save changes to “Building Blocks”?
232
Lesson 7
10. Click SAVE . This allows you to continue using the customized text box that you saved.
Another Way
A quick way to
insert the copyright symbol is
using the assigned keyboard
shortcut Alt1Ctrl1C.
CLOSE Microsoft Word.
SKILL SUMMARY
In this lesson, you learned to:
Exam Objective
Objective Number
Format, Create, and Customize a
Theme
Change document themes.
1.3.2
Format a Document Using Style Sets
Change document Style Sets.
1.3.3
Format a Document’s Background
Insert watermarks.
1.3.5
Use Quick Parts in a Document
Insert Quick Parts.
Append text to a document.
Insert Built-in Fields.
5.1.1
2.1.1
2.1.6
Apply and Manipulate Text Boxes
Insert text boxes.
5.1.2
Make Text Graphically Appealing
and Insert Special Characters
Insert special characters
(©, ™, ₤).
2.1.7
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. Building blocks can be sorted by all EXCEPT which of the following?
a. Name
b. Creator
c. Gallery
d. Category
2.
a.
b.
c.
d.
can be found within the Quick Parts menu.
AutoComplete
Auto Organizer
AutoText Insert
AutoText
3. Identify the feature that includes a label for instructing you on the type of text to
include and a placeholder that reserves a place for your new text.
a. Placeholder
b. Fields
c. Content Control
d. All of the above
4. A document theme includes sets of which of the following?
a. Colors
b. Fonts
c. Effects
d. All of the above
5. A line inserted around the document page is called a:
a. Document page border.
b. Page layout border.
c. Page border.
d. None of the above.
6. To preview a style or a theme, you must do which of the following?
a. Place your mouse pointer over the choice
b. Print the document
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
233
c. Set up the document properties
d. It is not possible to preview a style or theme
7. The
provides a way to manage building blocks by editing, deleting, and/
or inserting them.
a. Quick Organizer
b. Cover Page
c. Text box
d. Building Blocks Organizer
8. A
is a placeholder that tells Word to insert changeable data into a
document.
a. field name
b. field
c. data field
d. data source
9. A customized company logo applied to a page background behind a document’s text is
called a(n):
a. MarkArt.
b. Insert Picture refer to.
c. watermark.
d. SmartArt.
10. In the
dialog box, you can specify to insert a page border on only the
first page of a document.
a. Page Border
b. Borders and Shading
c. Page Border tab dialog box
d. Line Border
True/False
Circle T if the statement is true or F if the statement is false.
T F
1. A watermark is text or a graphic printed behind text.
T F
2. When a Style Set has been inserted in a document, the spacing of the Style Set
can be easily changed.
T F
3. Inserting special characters in a document can be completed using the Ribbon
or a keyboard shortcut.
T F
4. AutoText can be inserted using the Building Blocks Organizer.
T F
5. If you make any changes to the colors, fonts, or effects of the current theme,
you can save it as a custom theme and apply it to future documents.
T F
6. A picture can be inserted as a page background.
T F
7. You can customize a building block.
T F
8. Formulas can be inserted using only the Equation button.
T F
9. Page colors refer to the background color of a page.
T F 10. After a text box has been inserted, the text box can be moved to another
location in the document.
Competency Assessment
Project 7-1: Creating Elevator Communications
Montgomery, Slade & Parker uses elevator communications for in-house announcements, invitations, and other employee-relations documents. In each elevator, a durable 8½0 3 140 clear plastic
frame has been installed in which announcements can be inserted and changed on a regular basis.
Create a draft document for approval that recognizes employee award winners and invites employees to a reception to honor these award winners.
234
Lesson 7
GET READY. LAUNCH Word if it is not already running.
1. OPEN Congratulations from the data files for this lesson.
2. SAVE the document as 7-1 Congratulations Reception in the lesson folder on your flash
drive.
3. On the Design tab, in the Page Background group, click the Page Color menu. In the
Theme Colors section, select Olive Green, Accent 3, Lighter 80 % .
4. Click the Page Borders button. In the Borders and Shading dialog box, click Shadow in
the Setting section. Click the Width menu and choose 3 pt. In the Color section, select
Olive Green, Accent 3, Darker 50% . Click OK to apply the changes to the whole
document.
5. On the Page Layout tab, in the Page Setup group, click the Size menu and select Legal.
The legal option may not be included in the menu if you don’t have a printer that uses
legal sized paper; if not, just skip this step.
6. Launch the Page Setup dialog box and click the Layout tab to change the Vertical
Alignment to Center.
7. Select Congratulations! Change the font color to Olive Green, Accent 3, Darker 50% to
match the page border.
8. Click the Watermark button in the Page Background group on the Insert tab and select
Custom Watermark. The Printed Watermark dialog box opens.
9. Select the Text watermark option and then click the drop-down arrow next to Text .
Select Draft.
10. Customize the watermark by changing the color to dark red.
11. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
LEAVE Word open for the next project.
Project 7-2: Creating a Reference Letter
A former employee at Flatland Hosting Company has asked for a reference letter.
GET READY. LAUNCH Word if it is not already running.
1. OPEN Reference Letter from the data files for this lesson.
2. SAVE the document as 7-2 Jasmine Reference in the lesson folder on your flash drive.
3. On the Design tab, in the Document Formatting group, select Basic ( Simple) from the
Style Set gallery.
4. Click the Fonts button to produce the Fonts menu. In the menu, click Customize Fonts.
The Create New Theme Fonts dialog box opens.
5. In the Name box, replace Custom 1 by typing Reference Letter Fonts [your initials ] .
6. Change the Heading and Body Font to Times New Roman.
7. Click Save to close the dialog box and apply your font choices to the document.
8. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
LEAVE Word open for the next project.
Proficiency Assessment
Project 7-3: Creating Letterhead
Create a new letterhead for the Flatland Hosting Company.
GET READY. LAUNCH Word if it is not already running.
1. OPEN a new blank document.
2. SAVE the document as 7-3 FHC Letterhead in the lesson folder on your flash drive.
Working with Themes, Style Sets, Backgrounds, Quick Parts, and Text Boxes
235
3. On the Insert tab, in the Text group, open the Building Blocks Organizer dialog box and
insert the Sideline built-in header.
4. In the [Document title] placeholder, type the document title as Flatland Hosting
Company. Bold the text and change the size to 22 pt.
5. The Header & Footer Tools Design tab is active. From the Insert group, click the Quick
Parts button, and then open the Building Blocks Organizer dialog box.
6. Insert the Sideline built-in footer and select the page number and press Delete. Hint:
Do not select the ¶ mark.
7. Type the company address along with inserting the solid diamond symbol as 1234
Grand Street ♦ Forest Grove, OR 97116 and center. In the Insert tab, in the Symbols
group, click the Symbol button and select More Symbols. In the Symbol dialog box,
change the font to Wingdings and select symbol 116.
8. Click close Header and Footer in the Ribbon.
9. Change the view to one page.
10. SAVE the document in the lesson folder on your flash drive, and then CLOSE the file.
LEAVE Word open for the next project.
Project 7-4: Formatting a Two-Page Resume
Your friend Mike has revised and added some information to his resume, and it is now two pages
long. Update the formatting to include a header and footer.
GET READY. LAUNCH Word if it is not already running.
1. OPEN MZ Resume2 from the data files for this lesson.
2. SAVE the document as 7-4 MZ Resume2 Update in the lesson folder on your flash
drive.
3. Open the Page Setup dialog box, and change the top, bottom, left, and right margins to
1.25”. Click OK .
4. Click the Insert tab, in the Text group, open the Building Blocks Organizer, and insert
the Austin header.
5. In the header document title, type Resume of Michael J. Zuberi and right-align.
6. In the Options group, click the Different First Page box. Notice the text is no longer on
the first page.
7. Close the Header and Footer.
8. On the Design tab, in the Document Formatting group, select Black & White
(Classic) .
9. If necessary, enable the Show/Hide Editing Marks button and remove all blank lines.
10. Select LONNCO, LTD—PLANO, TEXAS 1998 TO 2002 and STAFF ACCOUNTANT and
apply the Keep with Next command.
11. Change the view to 100% .
12. SAVE the document in your flash drive in the lesson folder, and then CLOSE the file.
LEAVE Word open for the next project.
Mastery Assessment
Project 7-5: Customizing a Postcard
It’s soccer season again, and the YMCA is sending out postcards to all participants who played last
season.
236
Lesson 7
GET READY. LAUNCH Word if it is not already running.
1. OPEN Soccer from the data files for this lesson.
2. SAVE the document as 7-5 Soccer Post Card in the lesson folder on your flash drive.
3. Customize the page size to 4” x 6”, the orientation to Landscape, and the margins to
Narrow.
4. Insert a page border and add a Dark Blue, Text 2 double-line page border with a box
setting and set the width to 3/4 pt.
5. In the Page Color, Fill Effects dialog box, select Two Colors. In the Color 2 section, and
select Blue, Accent 1, Lighter 80%. In the Shading styles section, select Diagonal
down. Under Variants, click the sample pattern in the lower-right corner.
6. Insert the soccer ball image from the data files as a picture watermark.
7. SAVE the document in your flash drive in the lesson folder, and then CLOSE the file.
LEAVE Word open for the next project.
Project 7-6: Creating a Thank-You Card
Create thank-you note cards that match the style of Mike’s new two-page resume.
GET READY. LAUNCH Word if it is not already running.
1. Create a new blank document.
2. SAVE the document as 7-6 Thank You in the lesson folder on your flash drive.
3. Customize the page size to 3.9” x 3.5”, leave the orientation at the default, and change
the margins to Narrow.
4. Refer to the built-in header used in the MZ Resume2 Updated document and insert the
same format to be used as a footer in your current document.
5. In the footer, replace pg 1 with Michael J. Juberi and right-align.
6. Insert the Thank You image as a picture watermark.
7. SAVE the document in your flash drive in the lesson folder, and then CLOSE the file.
CLOSE Word.
Using Illustrations and Graphics
8
LESSON SKILL MATRIX
Skill
Exam Objective
Objective Number
Inserting and Formatting Pictures in a Document
Insert images
Modify image properties
Add Quick Styles to images
Apply picture effects
Insert simple shapes
Modify SmartArt Properties
Position shapes
Apply artistic effects
Wrap text around images
Position images
5.3.1
5.3.4
5.3.5
5.3.3
5.2.1
5.2.3
5.2.5
5.3.2
5.3.6
5.3.7
Inserting and Formatting Shapes, WordArt,
and SmartArt
Insert simple shapes
Position shapes
Wrap text around shapes
Change text to WordArt
Insert SmartArt
5.2.1
5.2.5
5.2.4
2.2.10
5.2.2
Inserting and Formatting Clip Art from Office.com
Insert images
Modify image properties
Add Quick Styles to images
5.3.1
5.3.4
5.3.5
Resetting and Compressing Images
Inserting and Formatting a Chart
© majana/iStockphoto
KEY TERMS
• caption
• label
• cell
• linked object
• clip art
• resetting
• compress
• scale
• crop
• Screen Clippings
• drawing canvas
• screenshot
• embedded object
• shapes
• floating object
• SmartArt graphics
• inline object
• WordArt
237
238
Lesson 8
Margie’s Travel is a full-service travel agency that specializes in providing
services associated with tours, cruises, adventure activities, group travel, and vacation packages all geared toward seniors. Agents at Margie’s
Travel frequently need to enhance a document with graphics, pictures,
or drawings. Word provides eye-catching information, signs, brochures,
and flyers using SmartArt, online clip art from Office.com, charts, and
shapes. As you begin inserting objects, the Picture Tools will open. You
will use this tool to enhance the objects. In this lesson, you learn how to
insert SmartArt graphics, online pictures, pictures from files, screenshots,
shapes, apply artistic art in a document, and much more.
© majana/iStockphoto
SOFTWARE ORIENTATION
Insert Tab and Picture Tools
The Insert tab (see Figure 8-1) contains a group of features that you can use to add graphics to
your document in Word 2013. Commands in the Illustrations group enable you to add several
types of graphics to enhance your Word documents, including pictures from your computer,
clip art from Office.com, shapes, SmartArt, charts, and screenshots.
The Picture Tools tab (see Figure 8-2) is a contextual command tab that appears after you
have added a picture to the Word document. Formatting options on the Picture Tools tab
enable you to make changes to the graphic object, including removing its background; applying corrections to improve brightness, sharpness, and contrast to the picture; applying
color; adding artistic effects; adding borders; enhancing the image with picture effects; and
cropping, resizing, and positioning the picture in the document.
Inserts Online Inserts SmartArt
pictures
graphics
Inserts
pictures
Inserts Inserts a Inserts a
Shapes Chart screenshot or
screen clipping
Figure 8-1
Insert tab
Removes
Background or
unwanted portions
of selected image
Compress
Pictures
reduces
picture size
Corrections
Color changes
enhances brightness, and enhances
contrast, & sharpness color quality
of the picture
Change Picture
allows you
to select
another picture
Resets
picture by
removing
formatting
Picture
Effects
More button
displays
Picture
Styles Gallery
Picture
Border
Picture
Layout
Positions
Wrap Text
picture as
changes
an inline
picture to a
object
floating object
Selection Pane
makes it easier
to select object
Aligns
object on
page
Rotate
object
Crops
unwanted
edges
of image
Figure 8-2
Picture Tools tab
Use these figures as a reference throughout this lesson, as well as the rest of the book.
Size by
height
and width
Launches
the Layout
dialog box
Using Illustrations and Graphics
239
INSERTING AND FORMATTING PICTURES IN A DOCUMENT
The Bottom Line
Word offers a number of tools to help you capture your readers’ attention with illustrations that
include pictures, shapes, SmartArt, charts, and screenshots. You can modify images in a number
of ways, including: converting them to SmartArt, adding captions, resizing, cropping what you
don’t need, rotating, applying styles and colors, creating artistic effects, and positioning images
within the document. Word also enables you to insert a screenshot, use a screen clipping, and to
compress and reset the pictures that you have added to your documents.
Inserting Pictures
When you insert a picture into a document, Word marks it as an embedded object by
default—which means it becomes part of the document and is no longer connected to the
original image. Inserting a picture is very similar to opening a document file—the Pictures
button from the Insert tab in the Illustrations group is used to open images instead of opening Backstage. In this exercise, you learn to insert a picture.
STEP BY STEP
Insert Pictures
GET READY. Before you begin, be sure to LAUNCH Microsoft Word.
1. On a blank page, key Vacationing with Family.
2. Select the text then right-click to display the Mini toolbar.
3. Change the font of the title to Cambria, and the font size to 28 pt and bold.
4. Center horizontally; then deselect the text.
Cross
Ref
In Lesson 3, you learned to change fonts and font sizes, and alignments were covered in Lesson 4.
5. Press Enter.
6. Click the Insert tab then click the Pictures button in the Illustrations group. The Insert
Picture dialog box appears.
7. Locate your lesson folder on your flash drive and select the image Family Traveling by
Airplane (see Figure 8-3).
Figure 8-3
Insert Picture dialog box
View Pane changes how files and images
are viewed in the Insert Picture dialog box
©Andresr/iStockphoto
Preview Pane
allows you to
view image
before selecting
Option to select
what is displayed
by the format of
the object or file
File name appears
in box after you select
Insert button
240
Lesson 8
5.3.1
How do you insert a picture?
8. Click Insert.
The picture appears in the document at the cursor location, and the Format tab opens
with the Picture Tools command groups.
9. SAVE the document as Family Vacation in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Take Note
Another option is to insert a picture as a linked object, which creates a connection between the
document and picture, but doesn’t combine them in the same file. Using linked objects can help
minimize the file size of your final document, while still including pictures, photographs, and
other objects that can eat up file space. However, this option is not recommended when creating a
document that will be shared with other users because they may be unable to access the pictures.
Formatting Pictures
The Formatting tab with Picture Tools appears whenever you insert a picture into a document or select an existing picture within the document. The Picture Tools provide many options, such as cropping, resizing, scaling, and rotating. When you crop a picture, you trim the horizontal or vertical
edges to remove unwanted areas. Scale increases or decreases the original picture’s height and width
by percentage. In this exercise, you will crop, resize, scale, and rotate a picture within a document.
STEP BY STEP
Crop, Resize, Scale, and Rotate a Picture
USE the document you left open from the previous exercise.
1. Select the picture if necessary and in the Size group, adjust the height
arrow keys. Change to 4.9”.
by using the
As you increased the height, by default the Lock aspect ratio option is selected, so the
width of the image also changes to accommodate the new dimensions.
2. In the Size group, launch the dialog box launcher to display the Layout dialog box, as
shown in Figure 8-4.
In the Layout dialog box, you can resize a picture by changing the exact measurements
of the height and width or rescale it by changing the height and width percentages.
Figure 8-4
Layout dialog box
3. Key 3.5” in the Height Absolute text box.
When the OK button is selected, the whole height of the picture will be altered.
Using Illustrations and Graphics
241
In the Scale section, both the Lock aspect ratio and Relative to original picture size
check boxes should be selected. When the Lock aspect ratio box is selected, you will
be able to scale the picture in proportion by height and width by the same percentage.
When the Relative to original picture size box is selected, the scaling Height and Width
are comparative to the original size. The original size of the picture is under the Original
size section.
4. Under the Scale section, for the Height key 25% then press the Tab key.
The scale width of the active picture automatically changes to 25% because Lock
aspect ratio is selected. The Absolute Height dimension also changes to 2.92”, to
accommodate the new size compared to the original.
5. In the Rotate section, key 350 in the text box so that the position of the picture will
rotate 350 degrees.
6. Press the Tab key to move to the next tab order in the dialog box.
7. Click OK to apply your changes and close the dialog box. Deselect the picture. Your
image should resemble Figure 8-5.
Figure 8-5
©Andresr/iStockphoto
Document with image
8. SAVE the document in the lesson folder on your flash drive.
9. Select the picture. In the Size group, click the Crop button.
Figure 8-6
The insertion point becomes a cropping tool, and cropping handles appear on the
edges of the picture as shown in Figure 8-6.
Cropping handles on picture
Crop button highlighted
©Andresr/iStockphoto
Cropping handles
242
Lesson 8
10. Position the cropping tool over the top cropping handle. Then drag down until it is
slightly above the pink hat.
11. Position the mouse in the lower left corner and drag up until it is close to the child’s
arm that is waving.
5.3.4
How do you resize a picture?
Take Note
Another Way
You can also rotate
a picture by selecting it and
dragging the rotation handle—
the circular arrow that appears
at the top of a selected
object—in the direction you
want to rotate the picture. The
Rotate Objects button is also
on the Arrange group.
STEP BY STEP
12. Release the mouse button, and then click the Crop button again to remove the cropping
handles.
The trimmed image has removed the unwanted area and displays only the cropped area.
13. Resize the image for precise measurements to 2.51” for the height. The width will
adjust automatically.
In cropping you remove unwanted portions of the picture, and in scaling the original picture is
increased or decreased in size to fit in the document.
14. SAVE the document as Family Vacation1 in the lesson folder on your flash drive.
PAUSE. LEAVE the document open to use in the next exercise.
Applying a Picture Style to a Picture
Applying a Picture Style to a picture allows you to select from various designs to give the picture an
added appeal. Choosing from the available options from the Picture Styles group allows you to select from the Quick Styles, Picture Border, and Picture Effects, which adds interest to your picture.
Captions consist of few descriptive words and are used for figures, tables, and equations. Adding a
caption to a picture provides readers with information regarding the image. Formatting a picture
using the Picture Layout enables you to use one of the built-in SmartArt graphics with captions
placeholder. SmartArt graphics is covered later in this lesson. In this exercise, you learn to apply a
quick style, insert a border, add effects, and add a caption by applying a Picture Style to an image.
Apply a Picture Style to a Picture
USE the document that is open from the previous exercise.
1. To display the Picture Tools , select the picture so that the Format tab becomes
available.
2. In the Picture Styles group, click the More
shown in Figure 8-7.
button to display the Picture Styles gallery,
Figure 8-7
Picture Styles Gallery
More button
displays Picture
Styles gallery
Using Illustrations and Graphics
243
3. Hover over a few styles in the gallery and watch how the picture takes on a new look.
Click Bevel Rectangle to apply that style to the image.
4. In the Picture Styles group, click the Picture Border button to display the menu shown
in Figure 8-8.
5.3.5
5. Click the Weight submenu then select 2 ¼.
The border weight is increased, making it more noticeable.
How do you apply a style to
a picture?
6. Click the Picture Border button again.
7. Under the Theme Colors section, select Blue-Gray, Text 2, Darker 50% .
The picture is now surrounded by a colored border.
Figure 8-8
Picture Border menu
©Andresr/iStockphoto
Picture Border
displays menu
8. In the Picture Styles group, click the Picture Effects button to display the menu shown
in Figure 8-9.
Figure 8-9
Picture Effects menu
©Andresr/iStockphoto
Picture
Effects
options
Scroll through each Effects option to view the available options.
9. Click the Shadow effect option. From the pop-up menu that appears, under the
Outer heading, select Offset Top to apply that shadow effect to your image.
The picture displays with a shadow on the upper portion of the image.
244
Lesson 8
5.3.3
10. SAVE the document as Family Vacation2 in the lesson folder on your flash drive.
PAUSE. LEAVE the document open for the next exercise.
How do you apply an effect
to a picture?
Changing a Picture to a SmartArt Graphic
SmartArt graphics have preformatted designs with placeholders that allow you to enter text as a
caption. In this exercise, you learn to apply a picture to a SmartArt graphic with a caption.
STEP BY STEP
Change a Picture to a SmartArt Graphic
USE the document that is open from the previous exercise.
1. The picture should be selected to display the Picture Tools .
2. In the Pictures Styles group, click the Picture Layout button to open the gallery.
3. Select the Alternating Picture Circles (see Figure 8-10).
5.2.2
The preset layout appears—each layout enables you to apply a picture with text. You
can add a caption in the text area by adding a short description to your picture. The
Picture Layout button automatically converts the picture to a SmartArt graphic and the
picture is resized to accommodate a circled caption. The SmartArt Tools Design tab is
activated.
How do I change a picture to
a SmartArt graphic?
Figure 8-10
Picture Layout gallery
©Andresr/iStockphoto
Picture
Layout
options
4. Key Boarding Airplane in the placeholder [Text] (see Figure 8-11). Text is automatically
adjusted to fit in the placeholder, which is the caption for the picture. If the Text Pane
opens, you can also add text by the bulleted item [Text]. After you key text in the Text
Pane, click the X to close.
Figure 8-11
©Andresr/iStockphoto
SmartArt with caption
Text keyed in
placeholder
Using Illustrations and Graphics
245
5. Click outside of the graphic to deselect.
5.2.3
How do I apply a new color
to a SmartArt graphic?
5.2.3
How do I change the shape
of a SmartArt graphic?
6. SAVE the document as Family Vacation3 in the lesson folder on your flash drive.
7. Select the image to continue applying changes to this document.
8. In the SmartArt Tools, select the Design tab, click the Change Colors button to produce
a menu of options. Under the Accent 6 group, select the Colored Fill – Accent 6. The
SmartArt graphic color changes to the new color.
9. Select the circle containing the text, Boarding Airplane then click the SmartArt Tools,
Format tab to change the format of the graphic. In the Shape Styles group, click the
button and select the Intense Effect – Gold, Accent 4. The inner circle color is
More
changed to the new style.
10. Select the circle containing the text, and then click the Shape Effects button, select
Bevel then apply Art Deco. The inner circle has taken on a different shape and is more
eye-catching.
11. Select the outside circle then press the Shift key to select the inner circle.
5.2.3
How do I change the size of
a SmartArt graphic?
12. Change the width by increasing it to 2.02”. Make sure you see the selection handles
handles around the inner circle before changing the width.
13. SAVE the document as Family Vacation3 Update in the lesson folder on your flash
drive then CLOSE the file.
PAUSE. LEAVE Word open to use in the next exercise.
Adjusting a Picture’s Brightness, Contrast, and Color
and Adding Artistic Effects
Although Word does not have all the advanced features of a stand-alone photo-editing program,
it does offer many ways for you to adjust pictures using the Picture Tools Format tab —including
correcting a picture’s brightness, contrast, and color, and adding an artistic effect (see Table 8-1
for a list of options). The Artistic Effects feature can give the picture the appearance of a drawing,
sketch, or painting. In this exercise, you will adjust the picture’s brightness, contrast, and color,
and apply an artistic effect.
STEP BY STEP
Table 8-1
Adjust Group—provides
options to enhance or return
your picture to its original form
Adjust a Picture’s Brightness, Contrast, and Color and Add Artistic Effects
Type
Purpose
Remove Background
Removes unwanted portions of a background.
Corrections
Sharpen and Soften adjusts picture by highlighting the pixel colors.
Brightness and Contrast alters the adjustment between the brightness
and darkness of a picture.
Color
Color Saturation can be an intense deep color or a dim color.
Color Tone adjusts the color cast of a picture that contains a dominance
of one color by adjusting the color temperature to enhance the details.
Recolor adjusts the image by changing the color to a gray scale, sepia
tone, or another color for an added impact.
Artistic Effects
Applies distinct changes to an image to give it the appearance of a pencil
drawing, line drawing, blur, watercolor sponge, film grain, photocopy,
texturizer, and more.
Compress Pictures
Reduces the file size of an object.
Change Picture
Changes the image while maintaining the size of the current image.
Reset Picture
Removes all formatting from the picture and resets picture and size back
to its original size.
Lesson 8
OPEN the Family Vacation document from the lesson folder.
1. Select the picture to display the Picture Tools then click the Format tab.
2. Click the Corrections button in the Adjust group, to display the menu (see Figure 8-12).
Figure 8-12
Corrections gallery
Provides a
preview of the
corrected picture
©Andresr/iStockphoto
246
3. In the Brightness and Contrast section, select Brightness: 120% Contrast: 120%
(which might appear as the fourth option in the fourth row) to increase the brightness
and contrast of your image by 20 percent. Notice the difference in the picture with an
increased brightness and contrast.
Using Illustrations and Graphics
247
4. Click the Color button in the Adjust group to display the menu (see Figure 8-13).
Figure 8-13
Color gallery
©Andresr/iStockphoto
Color gallery
previews color
enhancements
in a picture
5. Scroll through the options and notice how your picture changes. In the Color Saturation
section, select Saturation 200% . The higher the saturation percentage, the more
vibrant the colors appear in the picture, consequently making the plane’s color in the
picture more noticeable.
5.3.4
How do I change the color of
a picture?
6. Click the Color button again to display the menu. In the Color Tone section, select
Temperature 5300 K . The lower temperature tone creates a picture with a slight blue
tint, while the higher temperature makes the picture appear with an orange tint.
7. Click the Color button again to display the menu. Under Recolor, No Recolor is selected
by default. Hover over the Recolor options and you can see the changes in live preview.
Keep the selection on No Color.
8. SAVE the document as Family Vacation4 in the lesson folder on your flash drive.
9. Click the Artistic Effects button, to display the menu (see Figure 8-14).
248
Lesson 8
Figure 8-14
Artistic Effects gallery
©Andresr/iStockphoto
Artistic Effects
gallery previews
visual effects
options
5.3.2
10. Select the Crisscross Etching option from the Artistic Effects gallery. The impression of
the picture is now of an etching sketch. Deselect the picture.
11. SAVE the document as Family Vacation5 in the lesson folder on your flash drive.
How do I apply artistic
effects to a picture?
PAUSE. LEAVE the Word document open to use in the next exercise.
Removing Backgrounds
Remove Background is a feature that removes portions of images you have inserted into documents.
You can use the Remove Background options either to automatically remove the image background or to mark and remove specific portions of the image. In this exercise, you learn to use the
Remove Background features.
STEP BY STEP
Remove Background
USE the document that is open from the previous exercise.
1. Select the picture to display the Picture Tools ; then select the Format tab.
2. Click the Remove Background button. The Background Removal tab opens, as shown
in Figure 8-15, and the picture is surrounded by a color selection marquee. A magenta
color overlays the image, marking everything that is to be removed from the image.
Using Illustrations and Graphics
249
Figure 8-15
©Andresr/iStockphoto
Background Removal
3. To change the area of the picture that will be kept, resize the marquee by dragging the
upper-left handle up until it meets the top of the lady’s hat.
4. Drag the right middle-handle towards the bag until it reaches the man’s elbow.
Everything outside these boundaries will be removed from the image.
Take Note
Removing a background may take practice; therefore, you may need to use the Undo button to
begin again.
5. In the Close group, click Keep Changes to remove the designated area of the image.
Your edited image should be similar to the one shown in Figure 8-16. Removing the
background of a picture is similar to cropping except that the background removal
focuses on the picture you wish to point out. In this exercise, the background of the
plane was removed.
250
Lesson 8
Figure 8-16
©Andresr/iStockphoto
Document without picture
background
6. SAVE the document as Family Vacation6 in the lesson folder on your flash drive.
7. Click the Remove Background button again.
8. If you cannot see the hand of the little girl who is waving, click the Mark Areas to Keep
button in the Refine group. Press and hold the left mouse button, and draw around the
little girl’s hand. As you mark the area to keep, a circle with a plus symbol marks an
area to keep.
9. Once you have completed, click the Keep Changes button. The little girl’s hand appears
as faded but can still be seen. Your document should match Figure 8-17.
Figure 8-17
©Andresr/iStockphoto
Document showing little
girl waving
10. SAVE the document as Family Vacation7 in the lesson folder on your flash drive then
CLOSE the file.
PAUSE. LEAVE the Word document open to use in the next exercise.
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement