WORD 97

_{Lesson
1 -

Exploring Word}

_{In this lesson, you will
learn how to:}

· Start Word

· Work with windows

· Use menu commands - mouse

· Use menu commands - keyboard

· Display/Hide toolbars

· Exit Word

_{Starting Word}

d Discussion

Microsoft Word 97 is a full-featured word processor in which you can create and design documents such as letters and memos. When creating documents, you can choose from a variety of type sizes and fonts. You can edit documents, as well as enhance their appearance. Finished documents can be printed in a variety of formats and address information can be printed on envelopes, if your printer has envelope-printing capability.

You are not limited to creating just letters and memos, however. With Word, you can also create documents such as sales reports and price lists. In addition, you can enhance a document (such as a sales report) by creating and adding graphics and tables – all within Word. You can also use graphics and tables for newsletters and sales brochures. The documents you create are limited solely by your imagination.

Word provides several features that can improve a finished document. For example, you can use the Spelling and Grammar feature to ensure that your document is free of spelling and grammatical errors.

You can get help on a Word task or feature in many ways. Word 97 provides the Office Assistant Help facility. The Office Assistant is context-sensitive, which means that help for the current task is only a mouse click away. The Assistant may also appear on your screen if Word detects that you need help completing the current task. You can also search detailed Help indexes by category or keyword.

You can start Word using the Start menu. Once the program has been started, a brief copyright screen appears and then the application window opens.


o	The first time you open Word after installation, the Office Assistant appears, welcoming you to the program. In this instance, select Start using Microsoft Word to start Word 97 and close the Assistant. If the User Setup dialog box opens, enter your name and initials as necessary and then select OK.

C Procedures

1. Click the Start button on the taskbar.

2. Point to Programs.

3. Select Microsoft Word.

f Step-by-Step

Start Microsoft Word 97 from the Start menu.

*Steps*	*Practice Data*
1. Click the Start button on the taskbar. The Start* menu appears.*	Click Start
2. Point to Programs. The Programs* submenu appears.*	Point to Programs
3. Select Microsoft Word. Word opens.	Click Microsoft Word

Close the Office Assistant window, if it is open.

_{Working with Windows}

d Discussion

There are two types of windows in Word: the application window and the document window. The application window contains the menu bar, toolbars, status bar, and document window. The menu bar allows you to access various commands, which are grouped according to function. The toolbar buttons provide shortcuts to many menu commands. The status bar provides information such as the current insertion point location and the number of pages in a document.

The document window opens within the application window when you start Word, open an existing file, or create a new document. The document window contains scroll bars, the Select Browse Object button, the Previous and Next buttons, the View buttons, and the document work area. Several document windows may be open at the same time.

The scroll bars (both horizontal and vertical) allow you to quickly move around in a window. The Select Browse Object button is located in the bottom right corner of the document vertical scroll bar between the Previous and Next buttons. This button allows you to navigate through large documents by going to specific objects such as a page, section, or heading. The document work area is where you enter the text, tables, and graphics you want to appear in your document.

The Office Assistant, a context-sensitive help feature, may appear within its own window in either the application or document window. The Office Assistant may appear when you open Word. You can adjust the capabilities of the Office Assistant, as well as choose not to have the Assistant appear, if desired.

The application and document windows


o	You can select not to install the Office Assistant during the installation process, if desired.

_{Using Menu Commands - Mouse}

d Discussion

The menu bar provides access to all the features of Word. Each menu contains commands grouped by function. Some menu commands are grayed or dimmed, which indicates that the command is not available for the current task.

When you select an item on the menu bar, the corresponding menu appears from which you can select the desired command.

When a menu command is followed by an ellipsis (...), selecting it opens a dialog box in which additional information is entered.

In addition to the standard menus on the menu bar, Word contains shortcut menus that may be accessed by clicking the right mouse button. Shortcut menus contain commonly used commands and are context-sensitive. Therefore, the options available on the shortcut menu vary, depending on the area of the window or the object selected.

Using the mouse


o	If you have installed Microsoft IntelliMouse, you can use the mouse for both scrolling and zooming. For further instructions on the use of the IntelliMouse, see your IntelliPoint Online User's Guide.

C Procedures

1. Click the desired menu.

2. Click the desired command.

f Step-by-Step

Execute a menu command using the mouse.

*Steps*	*Practice Data*
1. Click the desired menu. The Edit* menu appears.*	Click Edit
2. Click the desired command. The Find* command is executed and the Find and Replace dialog box opens.*	Click Find...

Select Cancel to close the Find and Replace dialog box.

_{Using Menu Commands - Keyboard}

d Discussion

Some users prefer to keep both hands on the keyboard rather than use the mouse to execute commands. You can execute many menu commands using key combinations. To display a menu, you press the [Alt] key and the underlined letter of the menu name. You can then press the underlined letter of the desired command to perform the action.


o	When selecting a menu command using key combinations, you can press the desired letter in either uppercase or lowercase.

o	Many menu commands have predefined keys combinations (such as [Ctrl+F]) that you can use to execute the command instead of pressing the [Alt] key and letter combination to open the menu.

C Procedures

1. Press [Alt] to activate the menu bar.

2. Type the underlined letter of the menu you want to display.

3. Type the underlined letter of the command you want to perform.

f Step-by-Step

Execute a menu command using the keyboard.

*Steps*	*Practice Data*
1. Press [Alt] to activate the menu bar. The File* command is selected on the menu bar.*	Press [Alt]
2. Type the underlined letter of the menu you want to display. The Edit* menu appears.*	Type E
3. Type the underlined letter of the command you want to perform. The Find* command is executed and the Find and Replace dialog box opens.*	Type F

Press [Esc] to close the Find and Replace dialog box.

_{Displaying/Hiding Toolbars}

d Discussion

Toolbars provide shortcuts to menu commands. Each Word toolbar is composed of buttons and pull-down lists. Each button executes a specific menu command.

Word provides several default toolbars, each of which groups related features. When Word starts, the Standard and Formatting toolbars appear by default. The Standard toolbar contains buttons used for many general Word functions, whereas the Formatting toolbar contains buttons and pull-down lists used to enhance the appearance of text and paragraphs.

You can choose to display one, several, or all the toolbars at any given time, or you can hide all the toolbars. You use the Toolbar submenu on the View menu to display and hide toolbars.

Many of the toolbars display as floating palettes that can be moved to any location on the screen. You can also change the size and shape of the palettes. These options provide flexibility when you need to display several toolbars at once.

When you point to a button on a toolbar, the name for its function appears. This description is referred to as a toolbar ScreenTip.


o	Even if a toolbar button is grayed (because it is not available for the current task), the ScreenTip still appears when you point to the button.

o	You can customize various toolbars by adding or removing buttons.

o	You can also display and hide toolbars by clicking the right mouse button on the menu bar or any toolbar and selecting or deselecting any of the toolbars. A checkmark next to the name of a toolbar indicates that it is active.

o	If you hide all of the toolbars, you can use the Toolbars command on the View menu or click the right mouse button on the Menu bar to display them.

C Procedures

1. Select the View menu.

2. Point to the Toolbars command.

3. Select the toolbar you want to display or hide.

f Step-by-Step

Display and hide a toolbar.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Point to the Toolbars command. The Toolbars* submenu appears.*	Point to Toolbars
3. Select the toolbar you want to display or hide. The Drawing* toolbar appears.*	Click Drawing

Hide the Drawing toolbar.

_{Exiting Word}

d Discussion

When you have finished using Word, you should exit the application properly, since Word performs necessary housekeeping before it closes.

If the current document has been modified but not saved, Word prompts you to save the changes before exiting.


o	You can also click the Close button on the application window title bar to exit Word.

C Procedures

1. Select the File menu.

2. Select the Exit command.

f Step-by-Step

Exit Word.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Exit command. Word closes.	Click Exit

_Exercise

_{Working with Word}

e Task

Start Word, view toolbar ScreenTips, access menu commands, and display and hide toolbars.

1. Start Word, if necessary.

2. Explore the toolbar ScreenTips until you find the New button.

3. Use the mouse to view the Insert menu commands.

4. Use the keyboard to view the Edit menu commands.

5. Display the Database and Drawing toolbars.

6. Hide the Database and Drawing toolbars.

7. Exit Word.

_{Lesson
2 -

Using the Office Assistant}

_{In this lesson, you will
learn how to:}

· Use the Office Assistant

· Find an answer

· Select an Assistant

· Change Assistant options

· Hide the Assistant

_{Using the Office Assistant}

d Discussion

To assist you in quickly and efficiently getting comprehensive help on any Word feature, you can use the Office Assistant. The Assistant appears in the application window as an animated graphic in a small window with a balloon attached. The balloon contains shortcuts for accessing additional topics and tips. When you display the Assistant, the balloon automatically appears. You can move the window portion of the Assistant anywhere on the screen, as well as resize it.

The Office Assistant provides helpful hints called tips to help you get the most from Word. A typical tip might provide a keyboard combination that quickly displays a particular dialog box or a more efficient way to accomplish a task. When the Assistant has a tip for the current task, a light bulb appears in the Office Assistant window. If the Assistant is not displayed when a tip is available, a light bulb appears on the Office Assistant button on the Standard Toolbar. You can click the Office Assistant button to open the Office Assistant and view the tip.

After you have read the tip, you can close it, or you can view previous tips. However, tips are not available for all Word functions.

Using the Office Assistant


o	You can also display a tip by clicking the Office Assistant and selecting the Tips button or by clicking the Office Assistant with the right mouse button and selecting the See Tips command.

o	Once you have closed a tip, it does not appear again. To view a previous tip, you can select the Back button in any Tip balloon or select the Reset my tips button on the Options page of the Office Assistant dialog box.

C Procedures

1. Click the Office Assistant button on the Standard toolbar.

2. Select Tips.

3. When you have finished viewing the tip, select Close.

f Step-by-Step

Use the Office Assistant to get a tip.

Start Word, if necessary. Open the Find and Replace dialog box.

*Steps*	*Practice Data*
1. Click the Office Assistant button on the Standard toolbar. The Office Assistant opens and displays a balloon.	Click
2. Select Tips. A balloon with the text of the tip appears.	Click Tips
3. When you have finished viewing the tip, select Close. The balloon with the tip closes and the Office Assistant window remains open.	Click Close

Close the Find and Replace dialog box.

_{Finding an Answer}

d Discussion

You can query the Office Assistant directly with any questions you may have regarding Word. When you query the Assistant, help topics related to your question appear. You can select any available Help topic to view additional information. If there are more topics than can be displayed at one time, you can use the See more and the See previous commands to scroll through the available topics.

The Office Assistant provides the best answers when you enter a complete sentence or question in a query, rather than just a word or phrase. For example, it is better to enter How do I print a document? rather than just printing. The last query remains in the Office Assistant until you create a new query or close Word.

Finding an answer to a question

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Office Assistant.

3. Type the desired question or sentence.

4. Select Search.

5. Select the desired help topic.

f Step-by-Step

Find an answer to a question using the Office Assistant.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Office Assistant. The Office Assistant balloon appears.	Click the Office Assistant
2. Type the desired question or sentence. The query appears in the text box.	Type *How do I print a document?*
3. Select Search. A list of pertinent help topics appears.	Click Search
4. Select the desired help topic. The corresponding help window with the answer to the question opens.	Click Print a document

Close the help window.

_{Selecting an Assistant}

d Discussion

The default Office Assistant is an animated paper clip called Clippit. Other Assistants are available, including The Dot, The Genius, Hoverbot, Office Logo, Mother Nature, Power Pup, Scribble, and Will. You can preview and select the desired Assistant in the Office Assistant dialog box.

When you preview the Assistants, each one greets you with a message. The name of the Assistant appears as well as an introduction to it. Even though you can select any Assistant you want, you are limited to only one Assistant at a time. No matter which Assistant you choose, the Office Assistant maintains the same functionality.

Other Office programs, such as PowerPoint and Excel, share the Office Assistant. Therefore, any changes you make to the Assistant in Word affect all other Office programs.

Selecting an Assistant


o	Two Assistants, Mother Nature and The Genius, are only available when Word is installed from CD-ROM.

o	If you have Internet access to the World Wide Web, you can select additional Assistants from Microsoft’s web page. These Assistants are found under the home page address of http://www.microsoft.com.

o	You can also select an Assistant by clicking the right mouse button on the Office Assistant and selecting the Choose Assistant command.

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Office Assistant.

3. Select Options.

4. Select the Gallery tab.

5. Select Next as desired to view each Assistant.

6. Select Back as desired to view previous Assistants.

7. Select OK.

f Step-by-Step

Select a different Assistant.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Office Assistant. The Office Assistant balloon appears.	Click the Office Assistant
2. Select Options. The Office Assistant dialog box opens.	Click Options
3. Select the Gallery tab. The Gallery* page appears.*	Click the Gallery tab
4. Select Next as desired to view each Assistant. The next Assistant appears.	Click Next> twice
5. Select Back as desired to view previous Assistants. The previous Assistant appears.	Click <Back
6. Select OK. The Office Assistant dialog box closes and the new Assistant appears in the Office Assistant window.	Click OK

Change the Assistant back to Clippit.

_{Changing Assistant Options}

d Discussion

You can use the options available on the Options page of the Office Assistant dialog box to make the Office Assistant work best for you. These options, some of which are activated by default, are divided into three distinct groups: Assistant capabilities, Show tips about, and Other tip options.

Some of the options that can be selected under Assistant capabilities include: Respond to F1 key, which opens the Assistant whenever you press [F1]; Move when in the way, which moves the Assistant as needed when screen elements (such as a dialog box) are open; and Guess help topics, in which the Assistant automatically displays help on the current task. These options are all enabled by default.

Under Show tips about, you can choose exactly which type of tip you want to display or hide, depending upon your individual needs. For example, you can select to show or hide tips about Using features more effectively, Using the mouse more effectively, and Keyboard shortcuts. The Using features more effectively and Using the mouse more effectively options are enabled by default.

Under Other tip options, you can select the following options: Only show high priority tips, which shows only important tips (such as time-saving tips); and Show the Tip of the Day at startup, which opens an Office Assistant tip each time Word starts. Neither of these options are enabled by default.

You can also reset your tips. This option allows you to review previous tips in the current Word session.


o	You can also open the Office Assistant dialog box by clicking the right mouse button on the Office Assistant and selecting the Options command.

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Office Assistant.

3. Select Options.

4. Select the Options tab.

5. Select or deselect the desired options.

6. Select OK.

f Step-by-Step

Change Assistant options.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Office Assistant. The Office Assistant balloon appears.	Click the Office Assistant
2. Select Options. The Office Assistant dialog box opens.	Click Options
3. Select the Options tab. The Options* page appears.*	Click the Options tab, if necessary
4. Select or deselect the desired options. The options are selected or deselected.	Click Move when in the way to deselect it
5. Select OK. The Office Assistant dialog box closes and the appropriate options are enabled or disabled.	Click OK

Move the Office Assistant to the center of the document window and open the Find and Replace dialog box. Notice that the Assistant does not move to accommodate the Find and Replace dialog box. Close the Find and Replace dialog box.

Open the Office Assistant dialog box again and enable the Move when in the way option. Then, open the Find and Replace dialog box again. Notice that the Assistant now moves to accommodate the Find and Replace dialog box. Close the Find and Replace dialog box.

_{Hiding the Assistant}

d Discussion

You can display or hide the Office Assistant as desired. Hiding the Assistant removes it from view, but does not disable it. The Assistant continues to monitor your activities and, if it detects that you are using procedures which can be performed more efficiently, the Office Assistant button on the toolbar displays a light bulb, or it may appear automatically to offer assistance.

You may want to hide the Office Assistant if you are not using it, find it distracting, or require a larger working area.


o	You can also hide the Office Assistant by clicking it with the right mouse button and selecting the Hide Assistant command.

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Close button on the Office Assistant.

f Step-by-Step

Hide the Office Assistant.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Close button on the Office Assistant. The Office Assistant closes.	Click

Open the Office Assistant and the Office Assistant dialog box. On the Options page, select Reset my tips. Close the Office Assistant dialog box and hide the Assistant.

_Exercise

_{Working with the Office Assistant}

e Task

Get suggested help on a dialog box, query the Office Assistant, and change the Assistant.

1. Start Word, if necessary.

2. Open the Office Assistant, if necessary.

3. Close the Office Assistant balloon, if necessary.

4. Select the Columns command from the Format menu to open the Columns dialog box.

5. Click the Assistant.

6. Select the Newspaper columns help topic.

7. Close the help window.

8. Close the Columns dialog box.

9. Use the Assistant to find help on correcting spelling and grammar.

10. Display the Correct spelling and grammar help topic.

11. Close the Help window.

12. Change the Clippit Assistant to the Scribble Assistant.

13. Return the Assistant to Clippit.

14. In the Office Assistant dialog box, reset the tips.

15. Hide the Office Assistant.

_{Lesson
3 -

Using Basic Document Skills}

_{In this lesson, you will
learn how to:}

· Open a document

· Scroll using the mouse

· Move using the keyboard

· Select text

· Close a document

· Create a new document

· Enter text in a document

· Save a new document

· Use insert mode

· Use overtype mode

· Rename an existing document

_{Opening a Document}

d Discussion

You can view or edit an existing document by opening it from disk. You do not need to remember the file name because the Open dialog box displays a list of folders and files in the current drive and folder. You can select the desired file from the list, or you can type the name of the file you want to open.

If the file resides in a different drive or folder, you can use the Look in list to select the correct location. The folders and files residing in the selected location appear below the Look in box.

You can also have more than one document open at a time.

The Open dialog box


o	You can also open the Open dialog box by selecting the Open command from the File menu or by pressing [Ctrl+O].

o	The names of the four most recently opened documents appear in a list at the bottom of the File menu. When you click a file name in the list, the appropriate document opens.

C Procedures

1. Click the Open button .

2. Select the Look in list.

3. Select the drive where the document you want to open is located.

4. Select the folder where the document you want to open is located.

5. Select the name of the document you want to open.

6. Select Open.

f Step-by-Step

Open an existing document from a specific drive and folder location.

Start Word, if necessary.

*Steps*	*Practice Data*
1. Click the Open button. The Open dialog box opens.	Click
2. Select the Look in list. A list of available drives appears.	Click Look in
3. Select the drive where the document you want to open is located. A list of available folders appears.	Click the student data drive
4. Select the folder where the document you want to open is located. A list of available files appears.	Double-click to select the student data folder
5. Select the name of the document you want to open. The file name appears in the File name* text box.*	Click New
6. Select Open. The Open dialog box closes and the file opens in the document window.	Click Open

_{Scrolling using the Mouse}

d Discussion

To view areas of the document that are not visible on the screen, you can scroll using the mouse and the scroll bars. The vertical scroll bar is located on the right side of the document window and is used to scroll the document up or down. You can click the up and down arrows in the vertical scroll bar once to move the document up or down one line. If you click and hold the mouse button on an arrow, the screen continues to scroll up or down until you release the mouse button. When you drag the vertical scroll box, it indicates the relative page location of the scroll box.

The horizontal scroll bar is located along the bottom of the document window and scrolls the document to the left or right.

As you view a document on the screen, you will notice a blinking vertical line that indicates the position where text can be entered. This line is known as the insertion point.

To reposition the insertion point, you can click at the desired location.


o	Scrolling through a document does not move the insertion point. When using the mouse, you must click the mouse in the document to move the insertion point.

o	When navigating in a multiple page document, you can use the Go To command on the Edit menu to move to a specific page.

C Procedures

1. Click the down scroll arrow to scroll down through the document text.

2. Click the up scroll arrow to scroll up through the document text.

3. Click below the vertical scroll box to scroll the document up one screen.

4. Click above the vertical scroll box to scroll the document down one screen.

5. Drag the vertical scroll box to the desired location in the document.

f Step-by-Step

Scroll through a document using the mouse.

*Steps*	*Practice Data*
1. Click the down scroll arrow to scroll down through the document text. The text in the document window moves up one line.	Click
2. Click the up scroll arrow to scroll up through the document text. The text in the document window moves down one line.	Click
3. Click below the vertical scroll box to scroll the document up one screen. The document scrolls up one screen.	Click below the vertical scroll box
4. Click above the vertical scroll box to scroll the document down one screen. The document scrolls down one screen.	Click above the vertical scroll box
5. Drag the vertical scroll box to the desired location in the document. A ScreenTip indicates the relative page location of the scroll box as you drag.	Drag the vertical scroll box to the center of the scroll bar
6. Release the mouse button. The area of the document corresponding to the scroll box location appears.	Release the mouse button

_{Moving using the Keyboard}

d Discussion

The easiest way to move the insertion point (the blinking vertical bar) short distances is to use the arrow keys. You can also use additional keys to move the insertion point longer distances.

When entering text, you must first position the insertion point where you want to insert the text. You must position the insertion point either to the left or right of an existing character. You cannot place the insertion point directly on a character, past the end of the document, or in an area that does not contain text or codes.


o	When navigating in a multiple page document, you can use the Go To command on the Edit menu to move to a specific page.

C Procedures

1. Press [Ctrl+Home] to move the insertion point to the beginning of the document.

2. Press [Down] to move the insertion point to the next line.

3. Press [Up] to move the insertion point to the previous line.

4. Press [Right] to move the insertion point to the next character.

5. Press [Left] to move the insertion point to the previous character.

6. Press [End] to move the insertion point to the end of the line.

7. Press [Home] to move the insertion point to the beginning of the line.

8. Press [Ctrl+Right] to move the insertion point to the next word.

9. Press [Ctrl+Left] to move the insertion point to the previous word.

10. Press [Page Down] to move the insertion point down one screen.

11. Press [Page Up] to move the insertion point up one screen.

12. Press [Ctrl+Page Down] to move the insertion point to the top of the next page.

13. Press [Ctrl+Page Up] to move the insertion point to the top of the previous page.

14. Press [Ctrl+End] to move the insertion point to the end of the document.

f Step-by-Step

Move the insertion point using the keyboard.

*Steps*	*Practice Data*
1. Press [Ctrl+Home] to move the insertion point to the beginning of the document. The insertion point moves to the beginning of the document.	Press [Ctrl+Home]
2. Press [Down] to move the insertion point to the next line. The insertion point moves down a line.	Press [Down]
3. Press [Up] to move the insertion point to the previous line. The insertion point moves up a line.	Press [Up]
4. Press [Right] to move the insertion point to the next character. The insertion point moves one character to the right.	Press [Right]
5. Press [Left] to move the insertion point to the previous character. The insertion point moves one character to the left.	Press [Left]
6. Press [End] to move the insertion point to the end of the line. The insertion point moves to the end of the current line.	Press [End]
7. Press [Home] to move the insertion point to the beginning of the line. The insertion point moves to the beginning of the current line.	Press [Home]
8. Press [Ctrl+Right] to move the insertion point to the next word. The insertion point moves to the beginning of the next word.	Press [Ctrl+Right]
9. Press [Ctrl+Left] to move the insertion point to the previous word. The insertion point moves to the beginning of the previous word.	Press [Ctrl+Left]
10. Press [Page Down] to move the insertion point down one screen. The insertion point moves down one screen.	Press [Page Down]
11. Press [Page Up] to move the insertion point up one screen. The insertion point moves up one screen.	Press [Page Up]
12. Press [Ctrl+Page Down] to move the insertion point to the top of the next page. The insertion point moves to the top of the next page.	Press [Ctrl+Page Down]
13. Press [Ctrl+Page Up] to move the insertion point to the top of the previous page. The insertion point moves to the top of the previous page.	Press [Ctrl+Page Up]
14. Press [Ctrl+End] to move the insertion point to the end of the document. The insertion point moves to the end of the document.	Press [Ctrl+End]

_{Selecting Text}

d Discussion

Many times you may want to perform a function (such as deleting or spell checking) on a word, sentence, paragraph, or particular area of text. In order to do so, you must first select the text and then perform the function. Selecting text expands the insertion point to highlight a block of text. Text can be selected using the mouse or key combinations.

Selecting a new text block or repositioning the insertion point deselects the original selection.

Selecting text


o	If you do not wish to select an entire word when using the [Shift] key method, you can disable the When selecting, automatically select entire word option on the Edit page of the Options dialog box.

C Procedures

1. To select a word, double-click it.

2. To select a sentence, hold [Ctrl], click anywhere in the sentence, and release [Ctrl].

3. To select a paragraph, triple-click anywhere in the paragraph.

4. Click anywhere in the document to deselect selected text.

5. To select a text block using the mouse, drag across the text from the first character you want to select to the right of the last character you want to select.

6. To select an area of text using the mouse and the keyboard, position the insertion point to the left of the first character you want to select.

7. Press [Shift], position the insertion point to the right of the last character you want to select, and release [Shift].

8. To select a line of text using the mouse and the keyboard, position the insertion point to the left of the first character you want to select.

9. Press [Shift+End] to go to the end of the text line.

10. To select the entire document, press [Ctrl+A].

f Step-by-Step

Select text using multiple methods.

*Steps*	*Practice Data*
1. To select a word, double-click it. The word is selected.	Scroll as necessary and double-click primary in the first sentence of the body of the letter
2. To select a sentence, hold [Ctrl], click anywhere in the sentence, and release [Ctrl]. The sentence is selected.	Hold [Ctrl], click in the sentence beginning Worldwide is proud..., and release [Ctrl]
3. To select a paragraph, triple-click anywhere in the paragraph. The paragraph is selected.	Triple-click in the paragraph beginning Thank you...
4. Click anywhere in the document to deselect selected text. The text is deselected.	Click anywhere in the document
5. To select a text block using the mouse, drag across the text from the first character you want to select to the right of the last character you want to select. The text is highlighted as you drag.	Drag from the left of the T in The enclosed at the beginning of the second paragraph to the right of the g in catalog
6. Release the mouse button. The text is selected.	Release the mouse button
7. To select an area of text using the mouse and the keyboard, position the insertion point to the left of the first character you want to select. The insertion point appears in the new location.	Click before the T in Thank you in the first sentence of the first paragraph
8. Press [Shift], position the insertion point to the right of the last character you want to select, and release [Shift]. The text is selected.	Press [Shift], click after the e in service in the second sentence of the first paragraph, and release [Shift]
9. To select a line of text using the mouse and the keyboard, position the insertion point to the left of the first character you want to select. The insertion point appears in the new location.	Click before the T in The enclosed packet in the first sentence of the second paragraph
10. Press [Shift+End] to go to the end of the text line. The text is selected.	Press [Shift+End]
11. To select the entire document, press [Ctrl+A]. The entire document is selected.	Press [Ctrl+A]

Click anywhere in the document to deselect the text.

_{Closing a Document}

d Discussion

When you have finished working on a document, you can close it to remove it from the document window.

If you close a document that has not been saved and changes were made to it, Word prompts you to save it. You can choose to save the changes made to the document, or you can close the document without saving the changes.


o	You can also close an open document by clicking the Close button on the document window.

C Procedures

1. Select the File menu.

2. Select the Close command.

f Step-by-Step

Close the current document.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Close command. The document window closes and the application window remains open.	Click Close

If a message box opens asking if you want to save the changes to the current document, select No.

_{Creating a New Document}

d Discussion

You can use the New button on the Standard toolbar to create a new document based on the Blank Document template (also referred to as the Normal template). The Blank Document template is an all-purpose template used to create new documents and templates. It contains margins, a font size, and a font type you can use with most documents.


o	You can also create a new document by selecting the New command from the File menu and selecting a document type.

C Procedures

1. Click the New button .

f Step-by-Step

Create a new document.

*Steps*	*Practice Data*
1. Click the New button. A new document window opens.	Click

_{Entering Text in a Document}

d Discussion

When a new document window opens, the insertion point appears in the upper left corner of the document window and indicates the position of the next typed character.

You press the [Enter] key to move the insertion point to the beginning of a new paragraph, to create a blank line between paragraphs, or to end a line of text (such as the individual lines of an address).

When typed text fills a line, Word automatically moves to the beginning of the next line. This feature is called word wrap. You press the [Enter] key only when you want to begin a new paragraph or insert a blank line.

Entering text


o	A red, wavy underline appears under a word if it is misspelled or not in the dictionary. A green, wavy underline appears if a grammar rule is violated.

C Procedures

1. Type the desired text.

2. Press [Enter] as necessary.

3. Type additional text as necessary.

f Step-by-Step

Enter multiple lines of text in a document.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Type the desired text. The text appears as you type.	Type *TO: All Sales Reps*
2. Press [Enter] as necessary. The insertion point moves to the new location.	Press [Enter] twice
3. Type additional text as necessary. The text appears as you type, and as the text fills a line, Word automatically moves to the beginning of the next line.	Type The Worldwide Sporting Goods Sporting Exposition is scheduled for March 13-17 in Los Angeles. Please reserve these dates on your calendar. You will all be asked to give a presentation about a new line of sporting goods that Worldwide will be offering in the next year. I will be contacting you to arrange the details later.

_{Saving a New Document}

d Discussion

After creating a new document, you can save it to disk so that you can retrieve it at another time.

When you save a document for the first time, Word opens the Save As dialog box in which you enter the desired file name and location. A file name can consist of up to 255 characters. However, you should give the document a short, descriptive name. Word automatically assigns the .doc extension when you are saving a file.

Once a document has been saved, its file name appears in the document title bar. Subsequent saves do not display the Save As dialog box. Instead, any changes are saved to the same file name and location.

Once a file has been saved to disk, Word updates the existing file with the changes made each time you subsequently save the document.


o	You can use the Create New Folder button in the Save As dialog box to create a new folder without leaving Word.

o	You can also select the Save command from the File menu to save a document.

o	The following characters cannot be used in filenames: forward slash (/), backslash (\), greater than symbol (>), less then symbol (<), asterisk (*), quotation marks (“ ”), pipe symbol ( \| ), colon (:), or semicolon (;).

o	For every file named in Word 97 that is more than eight characters in length, there is an eight character file name created in order for the file to be compatible when used with earlier operating systems.

C Procedures

1. Click the Save button .

2. Type the desired file name.

3. Select the Save in list.

4. Select the drive in which you want to save the document.

5. Select the folder in which you want to save the document.

6. Select Save.

f Step-by-Step

Save a new document.

*Steps*	*Practice Data*
1. Click the Save button. The Save As dialog box opens.	Click
2. Type the desired file name. The text appears in the File name* text box.*	Type *memo*
3. Select the Save in list. A list of available drives appears.	Click Save in
4. Select the drive in which you want to save the document. The folders in the selected drive appear.	Click the student data drive
5. Select the folder in which you want to save the document. The files in the selected folder appear.	Double-click to select the student data folder
6. Select Save. The Save As dialog box closes and the file is saved to the selected drive and folder.	Click Save

Press [Enter] twice and type For more information, please feel free to call me at extension 1128..

Save the file again. Notice that the Save As dialog box does not open; the changes are saved to the Memo file in the student data folder.

_{Using Insert Mode}

d Discussion

Most editing is performed in the insert mode. When typing in the insert mode, existing text is pushed to the right of the insertion point as you type. This mode is the default typing mode.

C Procedures

1. Position the insertion point where you want to insert text.

2. Type the text to be inserted at the insertion point.

f Step-by-Step

Use insert mode to insert text between existing text.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert text. The insertion point appears in the new location.	Click between the s in Angeles and the period at the end of the first sentence
2. Type the text to be inserted at the insertion point. The comma and the word California* are added between Angeles and the period.*	Type *, California*

_{Using Overtype Mode}

d Discussion

When typing in the overtype mode, each character typed replaces the character to the right of the insertion point. When in the overtype mode, OVR appears on the status bar. When Word is not in the overtype mode, OVR is dimmed on the status bar. To quickly locate it, you can point to the right side of the status bar until the ScreenTip appears.

The overtype mode is useful when correcting transposed characters.


o	You can also switch to overtype mode by selecting the Overtype mode option on the Edit page of the Options dialog box.

C Procedures

1. Position the insertion point.

2. Double-click the OVR indicator in the status bar to switch to the overtype mode, if necessary.

3. Type the replacement text.

f Step-by-Step

Use the overtype mode to replace existing text as you type.

*Steps*	*Practice Data*
1. Position the insertion point. The insertion point appears in the new location.	Click to the left of the 1 in 13
2. Double-click the OVR indicator in the status bar to switch to the overtype mode, if necessary. *OVR* appears on the status bar.	Double-click the OVR indicator
3. Type the replacement text. The text is overwritten with the new text.	Type *21-24*

Double-click the OVR indicator to return to the insert mode.

_{Renaming an Existing Document}

d Discussion

Once a file has been saved to disk, Word updates the existing file with any changes each time you subsequently save the document.

However, there may be times when you want to save the current document with a different name or to a different location. For example, you may want to do this to modify a document and save the changes, but still keep the original document intact, or you may want to save a copy to a floppy disk. You can use the Save As dialog box to accomplish these tasks.

C Procedures

1. Select the File menu.

2. Select the Save As command.

3. Type the desired file name.

4. Select the Save in list.

5. Select the drive in which you want to save the new document.

6. Select the folder in which you want to save the new document.

7. Select Save.

f Step-by-Step

Rename an existing document.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Save As command. The Save As dialog box opens.	Click Save As...
3. Type the desired file name. The text appears in the File name* text box.*	Type *show*
4. Select the Save in list. A list of available drives appears.	Click Save in
5. Select the drive in which you want to save the new document. The folders in the selected drive appear.	Click to select the student data drive
6. Select the folder in which you want to save the new document. The files in the selected folder appear.	Double-click to select the student data folder
7. Select Save. The Save As dialog box closes and the file is saved with the new name to the selected location.	Click Save

Close SHOW.DOC.

_Exercise

_{Using Basic Document Skills}

e Task

Use basic document skills to create a new document, and edit and rename an existing document.

1. Create a new document.

2.   Type the following information

      Breakfast 9:30 - 10:30
      Keynote Speaker 10:30 - 11:00
      Exhibitions 11:00 - 1:30
      Lunch 1:30 - 2:30
      Workshops 2:30 - 4:30

3. Save the document with the name Agenda to the student data drive and folder.

4. Close the document.

5. Open Agenda.

6. Add the following title to the top of the document: Tomorrow’s Agenda. Enter a blank line below the title.

7. The exhibitions are available throughout the day. Use the overtype mode to change the exhibition times to: 11:30 - 4:30.

8. Save the document with the name New Agenda to the student data drive and folder.

9. Close the document.

_{Lesson
4 -

Checking Spelling and Grammar}

_{In this lesson, you will
learn how to:}

· Check spelling as you type

· Add to the custom dictionary

· Disable spelling options

· Start the spelling checker

· Use the Change options

· Correct an identified word

· Use the Ignore options

· Use the Undo button

· End the spell check

· Check grammar as you type

· Start the grammar checker

· Display a grammatical rule

· Use the grammar Change option

_{Checking Spelling as You Type}

d Discussion

In order to help you check your Word documents for errors in spelling and grammar, Word includes a Spelling and Grammar feature. This feature works in two ways. One way is to automatically check spelling and grammar. With this method, the spelling checker and grammar checker automatically identify words not in Word’s dictionary as you type. This method is enabled by default. The other way allows you to invoke the spelling checker and grammar checker after a document has been created. Both methods find the same errors.

The Check spelling as you type feature is an excellent tool for correcting typographical errors as you type. This feature examines the words in a document and compares them to the words found in the main dictionary. When a word is found that is not in the main dictionary, a single, red, wavy line appears beneath the word. (Red, wavy lines also appear under words identified as not in Word’s dictionary when you open a document.)

You have two choices when Word identifies a word. If the word is spelled correctly in its context, you can ignore the underline and continue typing. You can also correct the misspelled word with one of the suggestions on the shortcut menu. If the correct spelling is not present, you can edit the error in the Spelling and Grammar dialog box. You can also edit the error in the document itself.

You can quickly move to the next spelling or grammatical error by double-clicking the Spelling and Grammar Status icon on the status bar. This icon, which resembles an open book, displays an X when additional errors are present in a document. The Spelling and Grammar Status icon, however, is only visible if the spelling and grammar options have been enabled.

When text is identified as not in Word’s dictionary, Word does not automatically correct the error because of the vast complexities and idiosyncrasies of the English language. For example, your company may use an acronym or word that is perfectly correct in its context, although it is identified as incorrect. Therefore, you can decide whether or not to correct identified text.

In addition to checking spelling, the spelling checker searches for oddly capitalized words (tHe), words that should be capitalized (Missouri), and words that should be all capitals (OK).

The identified word can be changed to one of the suggestions, or you can type the correct spelling. You can then choose to change only this occurrence of the word or all occurrences of the word in the document.

You can enable or disable spelling and grammar options on the Spelling & Grammar page of the Options dialog box.


o	You do not need to correct misspellings immediately as they occur. You can correct them any time the document is open.

o	If you choose to check spelling after the entire document has been typed, you can hide the red, wavy underlines so that they do not distract you. You perform this task by selecting the Hide spelling errors in this document option on the Spelling & Grammar page of the Options dialog box.

o	The spelling checker and grammar checker red and green, wavy lines only appear on the screen; they are not printed with the document.

_{Adding to the Custom Dictionary}

d Discussion

If you frequently need to spell check documents containing words that do not appear in the main dictionary, you can add frequently used words to a custom dictionary.

A custom dictionary is a dictionary you create. The custom dictionary can contain any word that is not in the main dictionary. Examples of words you might add to a custom dictionary include terms specific to your profession and foreign words. You can create as many dictionaries as you want. For example, you might want to have a scientific dictionary that contains scientific terms you use regularly or a products dictionary that contains proper spellings for the products your company manufactures.

You can choose which custom dictionaries you want to use in a spell check, although you can activate up to ten custom dictionaries at a time. Word checks custom dictionaries after it checks the main dictionary.

When a word is added to your custom dictionary, all subsequent occurrences of the word in the remainder of the document and in any other document are considered correct, provided that the custom dictionary has been activated.

_{Disabling Spelling Options}

d Discussion

If you do not want to identify misspelled words with a red, wavy line, you can disable this feature on the Spelling & Grammar page of the Options dialog box. When you do disable the feature, the red, wavy lines do not appear in the document window.

Other options on the Spelling & Grammar page allow you to hide spelling errors in a document, always suggest corrections, and only suggest corrections based on words in the main dictionary. You can also choose to have the spelling checker ignore words in uppercase, words with numbers, and/or Internet and file addresses.

The Spelling & Grammar page also allows you to select a custom dictionary and choose grammar options. The Recheck Document button allows you to recheck the current document after you makes changes.

The Options dialog box


o	You can also access the Spelling & Grammar page by selecting the Options button in the Spelling and Grammar dialog box.

o	The Recheck Document button appears as Check Document if the spelling or grammar checker has not been used during the current Word session.

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Select the Spelling & Grammar tab.

4. Select or deselect the desired options.

5. Select OK.

f Step-by-Step

From the Student Data directory, open SPELL.DOC.

Disable a spelling option.

Notice that words not recognized by Word’s dictionary appear with red, wavy underlines.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Options command. The Options dialog box opens.	Click Options…
3. Select the Spelling & Grammar tab. The Spelling & Grammar* tab appears.*	Click the Spelling & Grammar tab, if necessary
4. Select or deselect the desired options. The options are selected or deselected.	Click Check spelling as you type to deselect it
5. Select OK. The Options dialog box closes and the appropriate options are enabled or disabled.	Click OK

Notice that the red, wavy lines no longer appear in the document.

Open the Options dialog box and deselect the Check grammar as you type and Check grammar with spelling options. Close the Options dialog box.

_{Starting the Spelling Checker}

d Discussion

You can invoke the spelling checker to spell check a document. The spell check proceeds from the insertion point downward. If the insertion point is positioned in another location besides the top of the document, the spelling checker can still check the entire document; Word opens a message box asking if you want to check the rest of the document. You can invoke the spelling checker using the Spelling and Grammar button on the Standard toolbar.

You do not need to spell check the entire document; you can check a word, sentence, paragraph, or selected text within a document.

When the spelling checker identifies a word that is not in a dictionary, it pauses and the Spelling and Grammar dialog box opens.


o	You can click the right mouse button on a word with a red, wavy line and select a word from the list at the top of the shortcut menu or select the Spelling command to open the Spelling and Grammar dialog box. Other ways you can activate the spelling checker include selecting the Spelling and Grammar command from the Tools menu or pressing [F7].

C Procedures

1. Click the Spelling and Grammar button .

f Step-by-Step

Start the spelling checker to check a document for errors.

Go to the top of page 2 in the document.

*Steps*	*Practice Data*
1. Click the Spelling and Grammar button. The Spelling and Grammar dialog box opens and the first identified word is highlighted.	Click

_{Using the Change Options}

d Discussion

As the spell check proceeds, the spelling checker examines the words in your document and compares them to the words in the main dictionary. In addition to searching for misspelled words, the spelling checker also identifies repeated words (such as the the). When a word is identified, the phrase or sentence containing the identified word appears in the Spelling and Grammar dialog box, with the identified word appearing in red. Possible correct spellings to this word are listed in the Suggestions list. The identified word can be changed to one of these listed suggestions. You can use the Change button to modify only the current occurrence of the word.

You can also use the Change All button to change all occurrences of the identified word in the document. You might select this button, for instance, if you misspelled a company name several times in a document.


o	The Change and Change All buttons insert the correct spellings only in the current document. If you spell check another document with the same word, Word will identify it again.

C Procedures

1. Select the desired spelling for the identified word from the Suggestions list.

2. Select Change or Change All.

f Step-by-Step

Use the Change button to correct an identified word.

*Steps*	*Practice Data*
1. Select the desired spelling for the identified word from the Suggestions list. The suggested word is selected.	Click conditions, if necessary
2. Select Change or Change All. All occurrences of the identified word are replaced with the word selected from the Suggestions* list.*	Click Change

_{Correcting an Identified Word}

d Discussion

If the list of possible alternative spellings in the Suggestions list does not contain the correct spelling, you can type the correct spelling directly in the Spelling and Grammar dialog box.

When you use this option, you can choose to change just the current occurrence of the identified word or all occurrences of the word in the document.

C Procedures

1. Select the identified word in the Not in Dictionary text box.

2. Type the correct spelling of the identified word.

3. Select Change or Change All as desired.

f Step-by-Step

Correct an identified word by editing the word that appears in the Not in Dictionary text box.

*Steps*	*Practice Data*
1. Select the identified word in the Not in Dictionary text box. The word is selected.	Double-click netween
2. Type the correct spelling of the identified word. The text appears in the Not in Dictionary* text box.*	Type *between*
3. Select Change or Change All as desired. The identified word in the document is changed.	Click Change

_{Using the Ignore Options}

d Discussion

Since the spelling checker identifies words not in the main dictionary, it questions many names, abbreviations, and technical terms. Examples of these terms might include a product or company name, an acronym, or a city. When a word is spelled correctly, you can choose to disregard this occurrence of the identified word by selecting the Ignore button or all occurrences of the word by selecting the Ignore All button.


o	The Ignore All button ignores all occurrences of the identified word for the entire Word session.

C Procedures

1. Select Ignore or Ignore All, as desired.

f Step-by-Step

Use the Ignore button to ignore an identified word.

*Steps*	*Practice Data*
1. Select Ignore or Ignore All, as desired. The next identified word is highlighted.	Click Ignore

Continue to spell check the document.

_{Using the Undo Button}

d Discussion

You can use the Undo button in the Spelling and Grammar dialog box to reverse any changes you make during a spell check. The Undo button can reverse multiple spelling actions one at a time, working backward from the previous action.


o	You can also reverse any changes you make during a spell check by clicking in the document and either clicking the Undo button on the Standard toolbar or selecting the Undo command from the Edit menu.

C Procedures

1. Select Undo.

f Step-by-Step

Use the Undo button to reverse an action.

*Steps*	*Practice Data*
1. Select Undo. The previous ignored or corrected word appears.	Click Undo

Change all occurrences of SportsWorld to Sports World. Continue to spell check the document by changing and ignoring words as necessary.

_{Ending the Spell Check}

d Discussion

Word informs you when it has finished checking a document by opening a message box. You can select OK to close the message box and complete the spell check.

C Procedures

1. Select OK.

f Step-by-Step

End the spell check.

*Steps*	*Practice Data*
1. Select OK. The message box closes and the spell check is completed.	Click OK

Close SPELL.DOC.

_{Checking Grammar as You Type}

d Discussion

You can use the Grammar options in the Spelling and Grammar dialog box to ensure that any documents you create are grammatically correct. As you type, the grammar checker examines the words in your document and compares them to the specified grammatical style. There are several writing styles from which you can choose. These styles include Casual, Standard (the default), Formal, Technical, and Custom. The grammatical style you choose should be consistent with the purpose of the document. For example, you would probably use a Casual style for a personal letter.

In addition to selecting a writing style, you can choose to display the readability statistics for the document. The readability statistics consist of the number of words, sentences, and paragraphs in the document; the average number of sentences per paragraph, words per sentence, and characters per word; and three types of readability scores. These statistics are helpful in critiquing your documents. The readability statistics do not appear by default; they must be enabled.

You can change writing styles and enable the display of the readability statistics on the Spelling & Grammar page of the Options dialog box.

When the grammar checker finds a word or phrase that appears grammatically incorrect, a green, wavy line appears beneath the text. Green, wavy lines also appear under words identified as grammatically incorrect when you open a document. When you enter new text, green, wavy lines only appear after you end a sentence with punctuation and begin typing another sentence or press the [Enter] key to end the paragraph.

Word can identify a word or text as incorrect as you type it. If the identified word is correct in its context, you can ignore the underline and continue typing. If it is incorrect, you can correct the grammatical error using a shortcut menu on which Word offers suggestions on the proper grammar. If the correct grammar is not listed, you can edit the error in the Spelling and Grammar dialog box or in the document itself.


o	You do not need to correct grammatical errors immediately as they occur. Instead, you can correct them at any time.

o	If you choose to correct all grammatical errors only after the entire document has been typed, you can hide the green, wavy underlines so that your document does not appear cluttered. You perform this task by selecting the Hide grammatical errors in this document option on the Spelling & Grammar page of the Options dialog box.

o	The grammar checker green, wavy lines only appear on the screen; they are not printed with the document.

_{Starting the Grammar Checker}

d Discussion

You can invoke the grammar checker to check a document. The grammar check proceeds from the insertion point downward. If the insertion point is positioned other than at the top of the document, the grammar checker can still check the entire document; Word opens a message box asking if you want to check the rest of the document.

You can invoke the grammar checker using the Spelling and Grammar button on the Standard toolbar. When the grammar checker finds a word that is not in a dictionary, the grammar checker pauses and the Spelling and Grammar dialog box opens.

You can check just a word, sentence, paragraph or selected text within a document, if desired.


o	You can click the right mouse button on a word with a green, wavy line and select a word from the list at the top of the shortcut menu or select the Grammar command to open the Spelling and Grammar dialog box. Other ways you can activate the grammar checker include selecting the Spelling and Grammar command from the Tools menu or pressing [F7].

C Procedures

1. Click the Spelling and Grammar button .

f Step-by-Step

From the Student Data directory, open GRAMMAR.DOC.

Start the grammar checker.

Display the Spelling & Grammar page in the Options dialog box and select the Check grammar as you type and Show readability statistics options, if necessary. Close the Options dialog box. Notice that grammatical errors recognized by Word’s grammar checker appear with green, wavy underlines.

Position the insertion point at the top of page 2.

*Steps*	*Practice Data*
1. Click the Spelling and Grammar button. The Spelling and Grammar dialog box opens and the first identified word is highlighted.	Click

_{Displaying a Grammatical Rule}

d Discussion

As the grammar check proceeds, the grammar checker examines the words in your document and compares them to the specified grammatical style. Whenever a word is identified, the phrase or sentence containing the identified word appears in the Spelling and Grammar dialog box, with the identified word in green. Possible corrections appear in the Suggestions list. The identified word can be changed to one of these listed suggestions.

If you are unsure of why the grammar checker has identified the word, you can select the Office Assistant button in the Spelling and Grammar dialog box to see which grammatical rule was violated.

Displaying a grammatical rule

C Procedures

1. Click the Office Assistant button in the Spelling and Grammar dialog box.

f Step-by-Step

Use the Office Assistant to display a grammatical rule.

*Steps*	*Practice Data*
1. Click the Office Assistant button in the Spelling and Grammar dialog box. The Office Assistant opens and the text in the balloon explains the grammatical rule.	Click

After you have reviewed the grammatical rule, close the Assistant.

_{Using the Grammar Change Option}

d Discussion

After you have viewed the grammatical rule in question, you can correct the identified word by selecting a suggestion from the Spelling and Grammar dialog box or by making the correction either in the Spelling and Grammar dialog box or directly in the document itself.

After you have finished the grammar check, the Readability Statistics dialog box opens, if that option has been enabled. The Readability Statistics dialog box provides useful statistics to help you evaluate your writing style.

The Readability Statistics dialog box


o	The Change button changes only the current occurrence of the identified word.

o	If a word is identified as grammatically incorrect but is correct in its context, you can select the Ignore button to skip the current occurrence or the Ignore All button to skip all occurrences during the current Word session.

o	If you have selected the Show readability statistics option in the Options dialog box, the Readability Statistics dialog box opens rather than the Word message box.

C Procedures

1. Select the desired correction in the Suggestions list.

2. Select Change.

f Step-by-Step

Correct a grammatically incorrect word.

*Steps*	*Practice Data*
1. Select the desired correction in the Suggestions list. The suggestion is selected.	Click a, if necessary
2. Select Change. The correction is made in the document.	Click Change

Correct any remaining grammatical errors as necessary.

View the readability statistics and then close the Readability Statistics dialog box.

Open the Options dialog box, deselect the Show readability statistics option, select the Check spelling as you type option, and close the Options dialog box.

Close GRAMMAR.DOC.

_Exercise

_{Checking Spelling and Grammar}

e Task

Spell and grammar check a document. Make changes as necessary.

1. Open Partyex.

2. Open the Options dialog box.

3. Deselect the Check spelling as you type and Check grammar as you type options.

4. Close the Options dialog box.

5. Start the spelling and grammar checkers.

6. Replace the incorrect spelling of Employeees with Employees.

7. Ignore the spelling of Jaglom.

8. Capitalize the day of the week, Wednesday.

9. Delete the second occurrence of the word at.

10. Replace the grammatically incorrect an with a.

11. Correct the typographical error, ofsteak, with of steak.

12. Correct the incorrect spelling of salmonn with salmon.

13. Close the spelling and grammar checkers.

14. Select the Check spelling as you type and Check grammar as you type options in the Options dialog box.

15. Close the document without saving it.

_{Lesson
5 -

Using Basic Text Editing}

_{In this lesson, you will
learn how to:}

· Remove characters

· Delete selected text

· Replace selected text

· Move text - Cut and Paste

· Copy text - Copy and Paste

· Move text with the mouse

· Copy text with the mouse

· Reverse/Redo commands

_{Removing Characters}

d Discussion

You can use the [Backspace] key or the [Delete] key to remove one character at a time. The [Backspace] key removes the character to the left of the insertion point and the [Delete] key removes the character to the right of the insertion point.

Making simple corrections

C Procedures

1. Position the insertion point to the right of the character you want to remove.

2. Press [Backspace].

3. Position the insertion point to the left of the character you want to remove.

4. Press [Delete].

f Step-by-Step

From the Student Data directory, open EDIT.DOC.

Remove characters using the [Backspace] and [Delete] keys.

*Steps*	*Practice Data*
1. Position the insertion point to the right of the character you want to remove. The insertion point appears to the right of the character.	In the first sentence, click to the right of the w in below
2. Press [Backspace]. The character to the left of the insertion point is removed.	Press [Backspace]
3. Position the insertion point to the left of the character you want to remove. The insertion point appears to the left of the character.	In the first sentence, click to the left of the l in listed
4. Press [Delete]. The character to the right of the insertion point is removed.	Press [Delete]

Press [Delete] eleven more times to completely remove listed below and the extra space.

_{Deleting Selected Text}

d Discussion

There may be times when you need to delete a word, sentence, paragraph, or block of text. To accomplish this task, you must first select the text. Once the text has been selected, it can then be deleted with a single keystroke.


o	You can also delete selected text by selecting the Clear command from the Edit menu.

C Procedures

1. Select the text you want to delete.

2. Press [Delete].

f Step-by-Step

Delete selected text.

*Steps*	*Practice Data*
1. Select the text you want to delete. The text is selected.	Scroll as necessary and double-click the third occurrence of Worldwide in the first sentence of the paragraph under Returns
2. Press [Delete]. The selected text is removed from the document.	Press [Delete]

_{Replacing Selected Text}

d Discussion

You can replace selected text simply by typing new text. This option eliminates the need to first delete text.


o	The default option, Typing replaces selection, can be disabled on the Edit page of the Options dialog box.


x	Be careful not to accidentally press a key while text is selected, especially when the selection does not appear in the document window.

C Procedures

1. Select the text you want to replace.

2. Type the replacement text.

f Step-by-Step

Replace selected text.

*Steps*	*Practice Data*
1. Select the text you want to replace. The text is selected.	Double-click the word govern in the first paragraph
2. Type the replacement text. The replacement text appears in the document.	Type *cover*

_{Moving Text - Cut and Paste}

d Discussion

When editing a document, you may want to move text. When you move text, the text is removed from its original location and placed into a new location. The Cut and Paste features makes it easy to move text.

When deleting or moving text using the Cut and Paste features, Word automatically adds or removes spaces as needed, provided that the Use smart cut and paste option has been enabled on the Edit page of the Options dialog box.

The cut text is placed on the Windows Clipboard. You should remember that the Clipboard holds only one item at a time. If you cut one item to the Clipboard and then cut another item, the second item replaces the first item and the first item is lost.

The Paste feature does not remove the text from the Clipboard; you can continue to paste the same item until another item is placed on the Clipboard.


o	You can also move selected text using the Cut and Paste commands on the Edit menu.


x	Do not use the [Backspace] or the [Delete] key to move text because these keys do not place text on the Clipboard.

C Procedures

1. Select the text you want to move.

2. Click the Cut button .

3. Position the insertion point in the location where you want to paste the text.

4. Click the Paste button .

f Step-by-Step

Move selected text from one location in a document to another.

*Steps*	*Practice Data*
1. Drag to select the text you want to move. The text is highlighted as you drag.	Scroll as necessary and drag to select the last sentence, Worldwide Sporting Goods has the right..., in the first paragraph under Returns
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Cut button. The selected text is removed from the document and placed on the Clipboard.	Click
4. Position the insertion point in the location where you want to paste the text. The insertion point moves to the new location.	Click to the right of the . (period) after defective in the last sentence of the second paragraph under Returns
5. Click the Paste button. The text from the Clipboard is inserted into the document at the insertion point.	Click

_{Copying Text - Copy and Paste}

d Discussion

To save time, you can copy text you want to duplicate rather than retyping it. To duplicate text, you can use the Copy and Paste features. The copied text is placed on the Clipboard.

The Copy feature is similar to the Cut feature, except that the Copy feature does not remove the text from the document.

You should remember that the Clipboard can hold only one item at a time. If you copy one item to the Clipboard and then copy another item, the second item replaces the first item and the first item is lost.

The Paste feature does not remove the text from the Clipboard; you can continue to paste the same text until another item is placed on the Clipboard.


o	You can also move selected text using the Copy and Paste commands on the Edit menu.

C Procedures

1. Select the text you want to copy.

2. Click the Copy button .

3. Position the insertion point in the location where you want to paste the text.

4. Click the Paste button .

f Step-by-Step

Copy selected text from one location in a document to another.

*Steps*	*Practice Data*
1. Drag to select the text you want to copy. The text is highlighted as you drag.	Scroll as necessary and drag to select the text Subject to change, without notice. under Prices
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Copy button. A copy of the selected text is placed on the Clipboard.	Click
4. Position the insertion point in the location where you want to paste the text. The insertion point moves to the new location.	Scroll as necessary and click after the . (period) under Payment
5. Click the Paste button. The text from the Clipboard is inserted into the document at the insertion point and the original text remains in its original location.	Click

_{Moving Text with the Mouse}

d Discussion

Drag-and-drop editing allows you to move text quickly using the mouse. This feature is most useful when the text you want to move and the new location are both visible in the document window.

When using drag-and-drop editing, the text is not placed on the Clipboard.


o	By default, the Drag-and-drop text editing option is enabled on the Edit page of the Options dialog box. You can change this option, if desired.

C Procedures

1. Select the text you want to move.

2. Drag the selected text to the location where you want to insert it.

3. Release the mouse button.

f Step-by-Step

Use drag-and-drop editing to move text from one location to another.

Scroll as necessary in order to view both the Prices and the Breakage and Loss information.

*Steps*	*Practice Data*
1. Drag to select the text you want to move. The text is highlighted as you drag.	Drag to select the heading Breakage and Loss and the paragraph beneath it
2. Release the mouse button. The text is selected.	Release the mouse button
3. Drag the selected text to the location where you want to insert it. A vertical dotted line appears as you drag.	Drag the selected text to the left of the Prices heading
4. Release the mouse button. The text appears in the new location.	Release the mouse button

Click anywhere in the document to deselect the selected text.

_{Copying Text with the Mouse}

d Discussion

You can use drag-and-drop editing and the mouse to quickly copy text. This feature is most useful when the text you want to copy and the new location are both visible in the document window. Using this method, the selected text remains in the original location and a copy is placed in the new location.

When using drag-and-drop editing, the text is not placed on the Clipboard.

C Procedures

1. Select the text you want to copy.

2. Hold [Ctrl] and drag the selected text to the location where you want to insert it.

3. Release the mouse button and release [Ctrl].

f Step-by-Step

Use drag-and-drop editing to copy text from one location to another.

Scroll as necessary in order to view both the Minimum Order and Payment information.

*Steps*	*Practice Data*
1. Drag to select the text you want to copy. The text is highlighted as you drag.	Drag to select the text Subject to change, without notice. in the paragraph under Payment
2. Release the mouse button. The text is selected.	Release the mouse button
3. Hold [Ctrl] and drag the selected text to the location where you want to insert it. A vertical dotted line appears as you drag.	Hold [Ctrl] and drag the selected text to the end of the Minimum Order paragraph, after the word requirements
4. Release the mouse button and release [Ctrl]. A copy of the selected text appears in the new location.	Release the mouse button and release [Ctrl]

_{Reversing/Redoing Commands}

d Discussion

The Undo and Redo features allow you to reverse or redo the last command executed. When text has been accidentally deleted, this feature is invaluable.

When you point to the Undo or Redo buttons, the type of task to be undone or redone appears as part of the ScreenTip. For example, if you are undoing a deletion, the Undo ScreenTip would read Undo Clear. If you were undoing a copy task, the ScreenTip would read Undo Copy. This same functionality applies to the Undo command on the Edit menu as well.

You can use the Redo feature to reverse the Undo feature.

A feature related to Redo is the Repeat command, which is accessible from the Edit menu. The Redo and Repeat commands are context-sensitive. You can use Repeat to duplicate the previous command. Similar to the Undo or Redo button, the type of task to be duplicated becomes part of the command. For example, if you delete selected text in a document, you can select additional text and then use the Repeat Clear command to delete that text as well.


o	You can also activate the Undo feature by selecting the Undo command from the Edit menu.

C Procedures

1. To undo the last command, click the Undo button .

2. To redo the last command, click the Redo button .

f Step-by-Step

Reverse and redo a command.

Delete the text Subject to change, without notice. in the paragraph under Minimum Order.

*Steps*	*Practice Data*
1. To undo the last command, click the Undo button. The last command is reversed.	Click
2. To redo the last command, click the Redo button. The last command is reversed.	Click

Close EDIT.DOC.

_Exercise

_{Using Basic Text Editing}

e Task

Use basic text editing skills to undo a change; cut, copy, and paste text; and use drag-and-drop editing.

1. Open Employ.

2. Change the interview date in the second paragraph to December 8.

3. Undo the change.

4. The last paragraph uses the word Worldwide instead of the entire company name, Worldwide Sporting Goods. Add the text Sporting Goods by copying the phrase from the first paragraph and pasting it after the word Worldwide in the last paragraph.

5. Change 7 AM to 8 AM in the third paragraph.

6. Using the Cut and Paste features, move the fourth paragraph, As you know..., before the third paragraph, If you have....

7. Press [Enter] to place a blank line between the paragraphs, if necessary.

8. Using drag-and-drop editing, rearrange the list of benefits so that Three Weeks Paid Vacation and Paid Holidays are listed first and second, respectively.

9. Close the document without saving it.

_{Lesson
6 -

Working with Document Views}

_{In this lesson, you will
learn how to:}

· Switch views - View buttons

· Switch views - View menu

· Change document magnification

· Display/hide the ruler

· View nonprinting characters

· Switch between documents

· Access full-screen mode

_{Switching Views - View Buttons}

d Discussion

The Normal, Online Layout, Page Layout, and Outline View buttons are located at the left end of the horizontal scroll bar. These buttons allow you to view your documents in different ways and are referred to as the View buttons. You should select the view that allows you to work best with your document.

Normal view is the best view for typing, editing, and formatting. This view is the one that many Word users prefer.

Online Layout view is best used for documents with multiple headings or when you want to quickly view the structure of a document. This view includes a resizable navigational pane. This pane, which is called the Document Map, appears to the left of the open document and includes an outline of the headings in the open document. You can use this outline to quickly jump between topics in the document and keep track of your location in it.

Page Layout view provides a WYSIWYG (What You See Is What You Get) view of your document. Some commands, such as inserting or headers and footers, require you to work in this view.

Outline view is useful in long documents that use a heading style. Outline view allows you to expand and collapse outline levels so that only certain heading levels appear. This view is helpful in a document containing many heading levels. The Outlining toolbar automatically appears in this view. This toolbar allows you to easily reorganize a document by moving information and adjusting indent levels.

Page Layout view


o	The View buttons do not appear when a document is in Online Layout view. You must use the View menu to change views.

C Procedures

1. Click the desired View button at the left of the horizontal scroll bar.

f Step-by-Step

From the Student Data directory, open VIEWS.DOC.

Switch document views using the View buttons.

*Steps*	*Practice Data*
1. Click the desired View button at the left of the horizontal scroll bar. The document appears in the selected view.	Click

Use the View buttons to display Outline and Normal view.

_{Switching Views - View Menu}

d Discussion

In addition to using the View buttons, you can use the View menu to change the document view. The View menu allows you to select any of the following views: Normal, Online Layout, Page Layout, Outline, and Master Document.

Master Document view, which can only be selected from the View menu, is similar to Outline view in that it can also be used to organize text. Master Document view, however, is especially geared to organize and maintain long documents, such as a book with chapters. Specifically, you can use this view to group several related Word documents into one master document. You can then make changes to the master document, such as adding an index or creating cross references, without opening the component documents.

Online Layout view

C Procedures

1. Select the View menu.

2. Select the desired document view.

f Step-by-Step

Switch document views using the View menu.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the desired document view. The document appears in the desired view.	Click Online Layout

Display Normal view using the View menu.

_{Changing Document Magnification}

d Discussion

You can magnify a document to make it easier to read, or you can reduce the magnification in order to see more of the document.

The magnification level can be set to a percentage of the actual size, or you can choose to view the entire width of the page. Changing the magnification does not change the document; it only changes how it appears on the screen.

Magnifying document view


o	You can also change the magnification of a document using the Zoom list on the Standard toolbar.

C Procedures

1. Select the View menu.

2. Select the Zoom command.

3. Under Zoom to, select the desired magnification level.

4. Select OK.

f Step-by-Step

Change the magnification of a document to see more of the document.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Zoom command. The Zoom dialog box opens.	Click Zoom...
3. Under Zoom to, select the desired magnification level. The desired magnification level is selected and a preview of the level appears in the Preview* box.*	Click 75%
4. Select OK. The Zoom dialog box closes and the document is magnified to the specified level.	Click OK

Return to 100% magnification.

_{Displaying/Hiding the Ruler}

d Discussion

Many times, it is helpful to use the ruler for referencing locations. You can display the horizontal ruler in Normal and Page Layout view. You can use the horizontal ruler to set left and right margins and indents and to add and remove tab stops.

In Page Layout view, you can also display a vertical ruler. You can use the vertical ruler to set top and bottom margins and to place items at specific locations in the document.


o	In Page Layout view, you can point to the gray line at the top of the document window to display the horizontal ruler. When you move the mouse pointer away from the top of the document window, the horizontal ruler disappears.

C Procedures

1. Select the View menu.

2. Select the Ruler command.

f Step-by-Step

Display and hide the horizontal ruler.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Ruler command. The ruler is hidden.	Click Ruler

Display the ruler.

_{Viewing Nonprinting Characters}

d Discussion

Each time you press the [Enter], [Spacebar], or [Tab] keys on the keyboard, a character is inserted into the document. However, usually you do not see this character; you only see the results of the keystroke. For example, after you press the [Spacebar] key, the insertion point moves one space to the right. When editing a document, it is sometimes useful to display the nonprinting characters.

The keystrokes [Enter], [Spacebar], and [Tab] are represented by the paragraph character, a dot, and a right arrow, respectively. If there are any headings in a document, they are represented by a small square box.

Viewing nonprinting characters

C Procedures

1. Click the Show/Hide button to display/hide the nonprinting characters.

f Step-by-Step

View and hide nonprinting characters in a document.

*Steps*	*Practice Data*
1. Click the Show/Hide button to display the nonprinting characters. The nonprinting characters appear on the screen.	Click

Click the Show/Hide button again to hide the nonprinting characters.

_{Switching between Documents}

d Discussion

You can open multiple documents in Word. The names of all open documents appear on the Window menu with a check mark indicating the active document.

There are several reasons for opening multiple documents, including copying and pasting text between them as well as comparing their contents.

If you have more than one open document, you can use the Window menu to quickly switch between them.

C Procedures

1. Select the Window menu.

2. Select the document you want to view.

f Step-by-Step

From the Student Data directory, open PARTY.DOC.

Switch between open documents.

*Steps*	*Practice Data*
1. Select the Window menu. The Window* menu appears.*	Click Window
2. Select the document you want to view. The document appears in the selected document window.	Click Views or the document indicated by your instructor

Use the Window menu to switch to the Party document.

Close PARTY.DOC.

_{Accessing Full-screen Mode}

d Discussion

To display more of the document, you can hide all the screen elements (such as the title, menu and status bars, the toolbars, the horizontal and vertical scroll bars, and the ruler) with a single menu command.

When all the screen elements are hidden, the document is in full-screen mode and the Full Screen toolbar appears. You cannot hide this toolbar, but you can move it to any location on the screen.


o	You can also press [Esc] to exit full-screen mode.

C Procedures

1. Select the View menu.

2. Select the Full Screen command.

3. To leave full-screen mode, click the Close Full Screen button.

f Step-by-Step

Display a document in full-screen mode.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Full Screen command. The document appears in full-screen mode without the title bar, menu bar, toolbars, status bar, or scroll bars.	Click Full Screen
3. To leave full-screen mode, click the Close Full Screen button. The document appears in the previous view with the title bar, menu bar, toolbars, status bar, and scroll bars.	Click Close Full Screen

Close VIEWS.DOC.

_Exercise

_{Working with Document Views}

e Task

View the nonprinting characters. Display the ruler and change document views. Change document magnification. Switch between open documents. Hide the nonprinting characters.

1. Open World.

2. View the nonprinting characters.

3. Hide the ruler.

4. Switch to Page Layout view.

5. Display the ruler.

6. Switch to Normal view.

7. Change the magnification to 75%.

8. Switch to full-screen mode.

9. Return to Normal view.

10. Return the magnification to 100%.

11. Open the Views document.

12. Switch to the World document using the Window menu.

13. Hide the nonprinting characters.

14. Close all open documents.

_{Lesson
7 -

Printing}

_{In this lesson, you will
learn how to:}

· Preview a document

· Print a document

· Print the current page

· Print multiple copies

· Print envelopes and labels

_{Previewing a Document}

d Discussion

Before printing, you can preview a document to see how the text appears on each page. The Print Preview feature displays the pages as they will appear when printed. If you use Print Preview, you can avoid wasting time and paper printing unfinished versions of the document. You can print the document only when you are satisfied with its appearance.

When you use the Print Preview feature, you can view multiple pages at one time. The page images are reduced as necessary to fit in a full-sized document window. The pages displayed initially depend upon the location of the insertion point when you access the Print Preview feature.

If the document text is difficult to read in the Print Preview window, you can increase the magnification to make the text readable.

The Print Preview window


o	In the Print Preview window, you can switch to the edit mode by clicking the Magnifier button and then clicking in the document.

o	You can also open the Print Preview window by selecting the Print Preview command from the File menu.

C Procedures

1. Position the insertion point in the page you want to preview.

2. Click the Print Preview button .

3. Click the area you want to magnify.

4. Click to return to full page view.

5. Click the Multiple Pages button .

6. Drag to select the desired number of pages you want to view and how you want to lay them out.

7. Release the mouse button.

8. Click the One Page button .

9. Select Close.

f Step-by-Step

From the Student Data directory, open PRINT.DOC.

Preview a document before printing.

*Steps*	*Practice Data*
1. Position the insertion point in the page you want to preview. The insertion point moves to the new location.	Press [Ctrl+Home], if necessary
2. Click the Print Preview button. The Print Preview window opens.	Click
3. Click the area you want to magnify. The document area is magnified.	Click the heading Worldwide Sporting Goods
4. Click to return to full page view. The entire page appears in the Print Preview window.	Click anywhere in the document
5. Click the Multiple Pages button. The Multiple Pages palette appears.	Click
6. Drag to select the desired number of pages you want to view and how you want to lay them out. The number of pages and their layout are selected.	Drag to 1 x 3 Pages
7. Release the mouse button. The pages appear in the Print Preview window in the selected layout.	Release the mouse button
8. Click the One Page button. Only the current page appears in the Print Preview window.	Click
9. Select Close. The Print Preview window closes.	Click Close

_{Printing a Document}

d Discussion

To print a document quickly utilizing the current print settings, you can use the Print button on the Standard toolbar. This button sends the entire document to the printer.


o	You can also print a document by selecting the Print command from the File menu or by pressing [Ctrl+P]. Both of these methods open the Print dialog box.

C Procedures

1. Click the Print button .

f Step-by-Step

Print a document directly to the printer.

*Steps*	*Practice Data*
1. Click the Print button. Word prints the document.	Click

_{Printing the Current Page}

d Discussion

When printing a document, you can choose to print just the current page. This option is useful if you made changes to only one page after the entire document has been printed.

Printing the current page


o	You can also print a document by selecting the Print command from the File menu or by pressing [Ctrl+P]. Both of these methods open the Print dialog box.

C Procedures

1. Position the insertion point in the page you want to print.

2. Select the File menu.

3. Select the Print command.

4. Under Page range, select the Current page option.

5. Select OK.

f Step-by-Step

Print only the current page of a multiple page document.

*Steps*	*Practice Data*
1. Position the insertion point in the page you want to print. The insertion point appears in the new location.	Press [Ctrl+End]
2. Select the File menu. The File* menu appears.*	Click File
3. Select the Print command. The Print dialog box opens.	Click Print...
4. Under Page range, select the Current page option. The Current page* option is selected.*	Click Current page
5. Select OK. Word prints the current page.	Click OK

_{Printing Multiple Copies}

d Discussion

You may want to print multiple copies of a document at one time. Although this option is useful for shorter documents, multiple copies of a long document can delay the availability of your printer.

Printing multiple copies


o	You can also print a document by selecting the Print command from the File menu or by pressing [Ctrl+P]. Both of these methods open the Print dialog box.

C Procedures

1. Select the File menu.

2. Select the Print command.

3. Enter the number of copies you want to print in the Number of copies spin box.

4. Select OK.

f Step-by-Step

Print multiple copies of a document at one time.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Print command. The Print dialog box opens.	Click Print...
3. Enter the number of copies you want to print in the Number of copies spin box. The number appears in the Number of copies* text box.*	Click Number of copies to 2
4. Select OK. Word prints two copies of the document.	Click OK

Close PRINT.DOC.

_{Printing Envelopes and Labels}

d Discussion

Word makes it simple to address and print envelopes and labels. The procedures for creating envelopes and labels are similar and share the same dialog box. The primary difference is that you have fewer options when creating labels. With envelopes, you have separate delivery and return address boxes, with labels you have a single address entry box. Envelopes also may be added to an existing document, while the label options only allow you to create a new document.

Envelopes and labels are available in a multitude of sizes. Envelope and label sizes supported by Word are listed first by printer type, then by label product, and then by product number. These options are listed in the Label Options dialog box. If the available sizes do not meet your particular needs, you can create an envelope or label in a custom size for which you define the width and height.

How you feed an envelope into the printer is specific to the printer. Word selects a feed method based upon the selected envelope size and printer. However, if necessary, you can select another method in order to print the envelope properly.

If a document is open, Word tries to find the delivery address. If it does not find a delivery address, you must enter it yourself.

In order to create an envelope or label without an accompanying document, a document window must be open.

Printing an envelope


o	Depending upon your printer, the procedure for printing envelopes or labels may differ from the one stated below. In this instance, please consult your printer manual for additional help.

C Procedures

1. Select the Tools menu.

2. Select the Envelopes and Labels command.

3. Select either the Envelopes or Labels tab.

4. Select the Delivery address text box for envelopes or the Address text box for labels.

5. Type the delivery address, pressing [Enter] after each line.

6. Select the Return address text box, if necessary, when creating envelopes.

7. Type the return address, pressing [Enter] after each line, if necessary.

8. Select Options.

9. Select the Envelope Options tab, if necessary, when creating envelopes.

10. Select the Envelope size list for envelopes or the desired printer type and tray for labels.

11. Select the desired envelope size or the label product and product number.

12. For envelopes, under If mailed in the USA, select the Delivery point barcode option, if desired.

13. Select OK.

14. For labels, select the Delivery point barcode option, if available and desired.

15. Place the envelope into the printer in the direction indicated under Feed or the labels in the previously selected tray.

16. Select Print.

17. Select whether or not to change the default return address, if prompted when creating envelopes.

f Step-by-Step

Print an envelope addressed in a blank document.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Envelopes and Labels command. The Envelopes and Labels dialog box opens.	Click Envelopes and Labels...
3. Select the Envelopes tab. The Envelopes* page appears.*	Click the Envelopes tab
4. Select the Delivery address text box. The insertion point appears in the Delivery address* text box.*	Click in the Delivery address text box
5. Type the delivery address, pressing [Enter] after each line. The delivery address appears in the Delivery address* text box.*	Type *Specialty Sports* 1223 Superior Avenue *Cleveland, OH 44183*
6. Select the Return address text box. The insertion point appears in the Return address* text box.*	Press [Tab] three times
7. Type the return address, pressing [Enter] after each line. The return address appears in the Return address* text box.*	Type Worldwide Sporting Goods 1234 Leisure Drive *Media, PA 19107*
8. Select Options. The Envelope Options dialog box opens.	Click Options...
9. Select the Envelope Options tab. The Envelope Options* page appears.*	Click the Envelope Options tab, if necessary
10. Select the Envelope size list. A list of envelope sizes appears.	Click Envelope size
11. Select the desired envelope size. The desired envelope size appears in the Envelope size* box.*	Click Size 10 (4 1/8 x 9 1/2 in)
12. Under If mailed in the USA, select the Delivery point barcode option. The option is selected.	Click Delivery point barcode
13. Select OK. The Envelope Options dialog box closes.	Click OK
14. Place the envelope into the printer in the direction indicated under Feed. The envelope is positioned in the printer.	Position the envelope in the printer
15. Select Print. Word asks if you want to change the default return address.	Click Print
16. Select whether or not to change the default return address. Word prints the envelope with the delivery point bar code and the information you entered in the Address* text boxes.*	Click No

_Exercise

_Printing

e Task

Preview a document to review the layout and print one page of the document. Create an envelope.

1. Open Preview.

2. Preview the document, viewing multiple pages in the 1 x 2 layout.

3. Magnify the top of page 2.

4. Close the Print Preview window.

5. Print the second page of the document.

6.   Address a standard size 10 envelope to the following address:

      Ms. Stephanie Smith
      Northeast Region
      PO Box 5567
      Hartford, CT 09554

7. Enter your home address as the return address.

8. Add a bar code to the envelope.

9. Print the envelope.

10. Close the envelope. Do not save the return address as the default.

11. Close the document without saving it.

_{Lesson
8 -

Using Character Formatting}

_{In this lesson, you will
learn how to:}

· Format characters

· Change an existing font

· Modify the font size

· Change the font format

· Underline text

· Use font effects

· Copy character formats

· Change character case

_{Formatting Characters}

d Discussion

Character formatting enhances the appearance of text. Examples of character formatting include font typeface, size, and style. A font typeface is defined as a group of characters sharing similar type attributes. Font size refers to the height of printed text on a page; the higher the number, the larger the font size. Font style refers to type enhancements such as bold and italic. Underlining can also be used to format characters.

FONT TYPEFACE
Times New Roman
Arial
Courier

FONT SIZE
Times New Roman 8
Times New Roman 12
Times New Roman 18

FONT STYLE
Bold type style
Italic type style

UNDERLINE
Single underline
Word only underline

Word character formats

In specialized documents, you can use other character attributes. These attributes, accessible in the Font dialog box, include superscript and subscript. You might use these attributes, for example, in scientific documents. You can also add font animation from the Font dialog box. With font animation, you can create moving text and add colorful, moving borders to text.

_{Changing an Existing Font}

d Discussion

Word includes many font typefaces from which you can choose. They range from heavy bold typefaces to thin light ones. A list of available font typefaces can be viewed in the Font list on the Formatting toolbar.

When selecting a font for a document, you should choose a font consistent with the purpose of the document. For example, you would probably not pick a thick, bold font for a personal letter, though this font may be appropriate for the heading of an office memo.

You can also mix fonts within a single document. For example, if you have a document with headings and text in paragraphs beneath each heading, you can select one font for the headings and another for the paragraphs. Varying the font within a document improves the readability of the text and emphasizes key points.

You can select a font prior to typing. Then, any text you type appears in the selected font until you select a new font.

Changing an existing font


o	You can quickly select a font by selecting the text in the Font text box on the Formatting toolbar, typing the name of the desired font, and pressing [Enter].

o	The most recently used fonts appear in a list at the top of the Font list.

o	You can also change fonts using the Font page of the Font dialog box.

C Procedures

1. Select the text for which you want to change the font.

2. Select the Font list on the Formatting toolbar.

3. Select the desired font name.

f Step-by-Step

From the Student Data directory, open CHRFORM.DOC.

Change the font of existing text.

Display the Formatting toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the text for which you want to change the font. The text is selected.	Triple-click in the heading Terms and Conditions of Sale
2. Select the Font list on the Formatting toolbar. A list of available fonts appears.	Click Font
3. Select the desired font name. The text appears in the new font.	Scroll as necessary and click Tahoma

Click anywhere in the document to deselect the text.

Click one line above the paragraph beginning All shipments are FOB.... Select Arial from the Font list. Type Delivery.

_{Modifying the Font Size}

d Discussion

Font size is measured in points. One point is approximately 1/72 of an inch. The larger the font size, the larger the type. Therefore, a word with a 36 point font size is approximately one-half inch in height.

Generally speaking, larger font sizes are used for headlines and headings, and smaller font sizes are used for body text.

You can select a font size prior to typing text. As you type, you can mix font sizes. For example, if you are creating a newsletter, you can use a 22 point font for the headings and a 12 point font for the text. Varying the font within a document improves the readability of the text and emphasizes key points.

Modifying the font size of existing text


o	You can also modify the font size using the Font page of the Font dialog box.

C Procedures

1. Select the text for which you want to modify the font size.

2. Select the Font Size list on the Formatting toolbar.

3. Select the desired font size.

f Step-by-Step

Modify the font size of existing text.

Display the Formatting toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the text for which you want to modify the font size. The text is selected.	Triple-click in the heading Terms and Conditions of Sale
2. Select the Font Size list on the Formatting toolbar. A list of available font sizes appears.	Click Font Size
3. Select the desired font size. The text appears in the new font size.	Click 14

Click in the line above the paragraph Net payment is due in 45 days. Select 14 from the Font Size list on the Formatting toolbar. Type Payment. Change the font for the word Payment to Arial and deselect the text.

_{Changing the Font Format}

d Discussion

You can change the character formats of existing text, either to add emphasis or to enhance the appearance of the text. The most commonly used character formats are bold and italic.

Bold formatting is used to call attention to text within a document, especially in headings. You might use this format, for example, in a newsletter title.

Italic formatting also calls attention to text, but not as much as bold formatting. Italicized text slants to the right and is often used to emphasize a word within normal text.

You can change the character formats as you type text. You can mix these character formats in any combination within the same document but, to get the maximum effect of any formatting, it is best to use it sparingly.

You can tell which character formats have been applied to specific text by positioning the insertion point in the text. For example, if bold formatting has been applied to the current text, the Bold button is highlighted when you position the insertion point in the text.

If you no longer want a character format applied to text, you can remove the formatting.

Changing the font format of existing text


o	You can also change the character formats of text using the Font page of the Font dialog box.

o	The Bold and Italic buttons are toggles. If you select text that contains one of these formats and click the Bold or Italic button, the format is removed.

o	To bold or italicize a single word, you do not have to select the whole word; just position the insertion point within the word.

C Procedures

1. Select the text for which you want to change the font format.

2. Click the Bold button .

3. Click the Italic button .

f Step-by-Step

Change the font format by bolding and italicizing existing text.

Display the Formatting toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the text for which you want to change the font format. The text is selected.	Triple-click Minimum Order
2. Click the Bold button. The selected text is bolded.	Click
3. Click the Italic button. The selected text is italicized.	Click

Deselect the text.

Scroll as necessary and click above the paragraph, Prior to returning. Select the Bold and Italic buttons. Type Returns.

Remove the italic formatting. Then, deselect the text and review the document.

_{Underlining Text}

d Discussion

There are several underline types from which you can choose to underscore text. For example, if you just want to place a single line under text, you can use the Underline button on the Formatting toolbar.

If you would like to apply a different underline type, you can choose from several others listed on the Font page of the Font dialog box. Some commonly used underline types include Words only, which places a single underline under the words but not the spaces in a document; Double, which places a double underline under all text and spaces in a document; and Thick, which places a thick underline beneath all text and spaces in a document.

You can preview each of these underline types on the Font page of the Font dialog box before actually applying them.


o	The Underline button is a toggle. If you select text that contains underlining and click the Underline button the underlining is removed.

o	To underline a single word, you do not have to select the whole word; just position the insertion point within the word.

C Procedures

1. Select the text you want to underline.

2. Select the Format menu.

3. Select the Font command.

4. Select the Underline list.

5. Select the underline option you want to apply.

6. Select OK.

f Step-by-Step

Underline text in a document.

*Steps*	*Practice Data*
1. Drag to select the text you want to underline. The text is highlighted as you drag.	Drag to select whether oral or written in the first paragraph
2. Release the mouse button. The text is selected.	Release the mouse button
3. Select the Format menu. The Format* menu appears.*	Click Format
4. Select the Font command. The Font dialog box opens.	Click Font...
5. Select the Underline list. A list of options appears.	Click Underline
6. Select the underline option you want to apply. The underline option is selected.	Click Words only
7. Select OK. The Font dialog box closes and the underlining is applied to the selected text.	Click OK

Deselect the text.

_{Using Font Effects}

d Discussion

There are several font effects from which you can choose to enhance text or to use in special situations. Some of these effects include Strikethrough, which places a single horizontal line through text; and Superscript, which raises selected text above the current line and changes the text to a smaller font size. Superscript effect is often used in scientific writing.

Additional effects include Subscript, which lowers selected text below the line and changes the text to a smaller font size. The Subscript effect is also often used for scientific writing. The Outline effect displays the inner and outer borders of each character in a document. The Small caps effect formats selected lowercase text as small capital letters. The Small caps effect, however, does not affect numbers, punctuation, or uppercase letters. The Hidden effect prevents selected text from being displayed or printed.

You can preview each of these font effects on the Font page of the Font dialog box before actually applying them.

In addition, you can make text stand out in a document using Word animations. Examples of animations from which you can choose include Blinking Background, which flashes a black background behind text; Las Vegas Lights, which flashes tiny, different color shapes around text; and Marching Black Ants, which creates a clockwise movement of dashed lines around text. You can apply only one animation at a time.

You can mix animations within a document, though to be most effective they should be used sparingly.

You can preview each animation type on the Animation page of the Font dialog box before actually applying them.


o	Animated effects do not print, although the text to which they are applied does print.

_{Copying Character Formats}

d Discussion

You can use the Format Painter button on the Standard toolbar to copy the character format of specific text and apply it to other text. This feature saves time when multiple formats have been applied to the text and you want to format other text with all the same formats.

When the Format Painter is active, the mouse pointer becomes an I-beam with a paintbrush to its left.


o	To copy the selected formatting to multiple locations, double-click the Format Painter button to enable it. Then, click it again when you have finished formatting text to disable it.

C Procedures

1. Select the text containing the formats you want to copy.

2. Click the Format Painter button .

3. Select the text you want to format.

f Step-by-Step

Copy character formatting to existing text using the Format Painter.

*Steps*	*Practice Data*
1. Select the text containing the formats you want to copy. The text is selected.	Scroll as necessary and double-click Breakage in Breakage and Loss heading
2. Click the Format Painter button. The mouse pointer changes into an I-beam with a paintbrush to the left.	Click
3. Select the text you want to format. The text is formatted with the copied character attributes.	Click Prices

Deselect the text and review the document.

_{Changing Character Case}

d Discussion

Word can quickly change text case in a document using the Change Case dialog box. For example, you can change a lowercase sentence to uppercase.

You can also toggle from uppercase to lowercase letters in selected text. Toggling the case of selected text can save time if you have inadvertently typed text with the Caps Lock feature enabled.

In addition to the lowercase and UPPERCASE options, the Change Case dialog box includes a number of other change case options. The Sentence case option capitalizes the first letter in each selected sentence. The Title Case option capitalizes the first letter in each word. The tOGGLE cASE option reverses the case for each letter.

The Change Case dialog box

C Procedures

1. Select the text for which you want to change the case.

2. Select the Format menu.

3. Select the Change Case command.

4. Select the desired case option.

5. Select OK.

f Step-by-Step

Change the case of selected text.

*Steps*	*Practice Data*
1. Select the text for which you want to change the case. The text is selected.	Scroll as necessary, press [Ctrl], click in the first sentence of the last paragraph, and release [Ctrl]
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Change Case command. The Change Case dialog box opens.	Click Change Case...
4. Select the desired case option. The case option is selected.	Click tOGGLE cASE
5. Select OK. The Change Case dialog box closes and the case of the selected text changes accordingly.	Click OK

Deselect the text and review the document.

Close CHRFORM.DOC.

_Exercise

_{Using Character Formatting}

e Task

Change text font size and type. Italicize and bold text. Use the Format Painter and correct text capitalization.

1. Open Charex.

2. Change the font size of the title, Worldwide Sporting Goods Corporate History, to 20 points.

3. Change the font type of the title, Worldwide Sporting Goods Corporate History, to Arial.

4. Italicize the names of both founders in the paragraph beginning Worldwide Sporting Goods....

5. In the first paragraph, bold the text Worldwide Sporting Goods.

6. Use the Format Painter to bold the text Worldwide Sporting Goods in the second paragraph.

7. Correct the capitalization in the last sentence of the document.

8. Position the insertion point at the end of the second paragraph, after the word exciting. Select 12 pt., Arial, Bold. Add a space and type the following sentence: Worldwide Sporting Goods is the Number One Sporting Goods Company on the globe!.

9. Close the document without saving it.

_{Lesson
9 -

Using Paragraph Formatting}

_{In this lesson, you will
learn how to:}

· Format paragraphs

· Align paragraphs

· Modify paragraph spacing

· Modify line spacing

· Copy paragraph formats

· Apply a paragraph style

· Create a style

· Delete a style

_{Formatting Paragraphs}

d Discussion

Paragraph formatting refers to the layout of the paragraph on the page and involves alignment, spacing, and indentation options. Alignment refers to the relative location of text to the margins. Spacing refers to the distance between lines above, below, or within a paragraph.

PARAGRAPH ALIGNMENT

This paragraph is aligned with the left margin.

This paragraph is aligned with the right margin.

This paragraph is centered between the margins.

Every line of a justified paragraph, except the last line, is aligned with both the left and right margins.

PARAGRAPH and LINE SPACING

Paragraph spacing refers to space above or below the paragraph. Line spacing refers to the spacing between each line of the paragraph.

Word paragraph formats

_{Aligning Paragraphs}

d Discussion

Paragraph alignment refers to the position of each line of text in a paragraph between the left and right margins.

The Formatting toolbar contains four alignment buttons, Align Left, Center, Align Right, and Justify. Left alignment aligns text to the left margin and produces a ragged right margin. Right alignment aligns text to the right margin and produces a ragged left margin. Center alignment centers text between the left and the right margins. Justified alignment aligns text to both the left and right margins so that neither margin is ragged. When a paragraph is justified, Word adds extra space between words to justify the text.

PARAGRAPH ALIGNMENT

This paragraph is aligned to the left margin.

This paragraph is aligned to the right margin.

This paragraph is centered between the margins.

Every line of a justified paragraph (except the last line) is aligned to both the left and right margins.

Paragraph alignment formats

C Procedures

1. Position the insertion point in a single paragraph you want to align or select multiple paragraphs.

2. Click the desired alignment button on the Formatting toolbar.

f Step-by-Step

From the Student Data directory, open PARFORM.DOC.

Align paragraphs using the alignment buttons.

Display the Formatting toolbar, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in a single paragraph you want to align. The insertion point moves to the new location.	Click in the text Dear Rob:
2. Click the desired alignment button. The paragraph is aligned accordingly.	Click
3. Drag to select multiple paragraphs you want to align. The paragraphs are highlighted as you drag.	Scroll as necessary and drag to select the paragraphs from Thank you to equipment and supply needs
4. Release the mouse button. The paragraphs are selected.	Release the mouse button
5. Click the desired alignment button. The paragraphs are aligned accordingly.	Click

Align the date, September 15, 1997, to the right and align the title, Worldwide Sporting Goods, in the center of the page.

_{Modifying Paragraph Spacing}

d Discussion

Paragraph spacing refers to the space above and below a paragraph. You can vary paragraph spacing based upon your individual needs.

You can adjust paragraph spacing on the Indents and Spacing page of the Paragraph dialog box. Any changes you make are previewed in the Paragraph dialog box.

C Procedures

1. Position the insertion point in the paragraph for which you want to change the spacing.

2. Select the Format menu.

3. Select the Paragraph command.

4. Select the Indents and Spacing tab.

5. Under Spacing, enter the desired spacing above the paragraph in the Before spin box.

6. Under Spacing, enter the desired spacing below the paragraph in the After spin box.

7. Select OK.

f Step-by-Step

Modify paragraph spacing by increasing the space above and below a selected paragraph.

*Steps*	*Practice Data*
1. Position the insertion point in the paragraph for which you want to change the spacing. The insertion point moves to the new location.	Scroll as necessary and click in the first paragraph in the body of the letter
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Paragraph command. The Paragraph dialog box opens.	Click Paragraph...
4. Select the Indents and Spacing tab. The Indents and Spacing* page appears.*	Click Indents and Spacing tab, if necessary
5. Under Spacing, enter the desired spacing above the paragraph in the Before spin box. The number appears in the Before* spin box.*	Click Before to 6 pt
6. Under Spacing, enter the desired spacing below the paragraph in the After spin box. The number appears in the After* spin box.*	Click After to 6 pt
7. Select OK. The Paragraph dialog box closes and the spacing above and below the paragraph changes.	Click OK

_{Modifying Line Spacing}

d Discussion

Line spacing refers to the distance between every line in a paragraph. You can adjust the line spacing in a paragraph on the Indents and Spacing page of the Paragraph dialog box. Line spacing options from which you can choose include: Single, 1.5 lines, Double, At least, Exactly, and Multiple.

You can enter a specific point size when you select At least or Exactly, or enter a percentage when you select Multiple.

Modifying line spacing


o	You can also use the keyboard to change line spacing. For example, you can press [Ctrl+1] to single space the current paragraph, [Ctrl+5] (below the function keys) to change the line spacing to 1.5 lines, and [Ctrl+2] to double space.

C Procedures

1. Position the insertion point in the paragraph for which you want to change the line spacing.

2. Select the Format menu.

3. Select the Paragraph command.

4. Select the Indents and Spacing tab.

5. Select the Line spacing list.

6. Select the desired line spacing.

7. Select OK.

f Step-by-Step

Modify the line spacing in a paragraph.

*Steps*	*Practice Data*
1. Position the insertion point in the paragraph for which you want to change the line spacing. The insertion point moves to the new location.	Scroll as necessary and click in the first paragraph in the body of the letter
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Paragraph command. The Paragraph dialog box opens.	Click Paragraph...
4. Select the Indents and Spacing tab. The Indents and Spacing* page appears.*	Click the Indents and Spacing tab, if necessary
5. Select the Line spacing list. A list of available line spacing options appears.	Click Line spacing
6. Select the desired line spacing. A preview of the line spacing appears under Preview.	Click 1.5 lines
7. Select OK. The Paragraph dialog box closes and the line spacing in the paragraph changes.	Click OK

_{Copying Paragraph Formats}

d Discussion

With the Format Painter, you can copy the paragraph formatting of specific text and apply it to one or more other paragraphs. This feature saves time when the formatted paragraph you copy contains multiple formatting codes.

Copying a paragraph format


o	To copy the selected formatting to multiple locations, double-click the Format Painter button to enable it. Then, click it again when you have finished formatting paragraphs to disable it.

C Procedures

1. Position the insertion point in the paragraph containing the formatting you want to copy.

2. Click the Format Painter button .

3. Click in the paragraph you want to format.

f Step-by-Step

Copy the format of one paragraph and paste it to another using the Format Painter.

*Steps*	*Practice Data*
1. Position the insertion point in the paragraph containing the formatting you want to copy. The insertion point moves to the new location.	Scroll as necessary and click in the first paragraph in the body of the letter
2. Click the Format Painter button. The mouse pointer changes into an I-beam with a paintbrush to the left.	Click
3. Click in the paragraph you want to format. The paragraph format is applied to the new paragraph.	Scroll as necessary and click in the second paragraph in the body of the letter

_{Applying a Paragraph Style}

d Discussion

Styles make it simple to format text and paragraphs consistently. You can add styles as you type, or you can add styles to existing text and paragraphs. A style is composed of various character and paragraph formats and is saved with a style name.

A style can be one of two types, character or paragraph. A character style is applied to specific text, while a paragraph style is applied to an entire paragraph. However, paragraph styles can contain character formatting. Word comes with several built-in styles. The most commonly used style is Normal. For example, you can use the Normal style for the body of a letter. Other default styles include Heading 1, Heading 2, Heading 3, Body, and Default Paragraph Font. You can create your own styles as well. Although some styles include the word Heading in them and are designed for the headings in a document, you can use them for other situations as well.

The style applied to the current text or paragraph appears in the Style list at the far left of the Formatting toolbar.

Applying the Body style

C Procedures

1. Position the insertion point in the paragraph to which you want to apply a style.

2. Select the Style list on the Formatting toolbar.

3. Select the desired style name.

f Step-by-Step

Apply a style to a paragraph.

*Steps*	*Practice Data*
1. Position the insertion point in the paragraph to which you want to apply a style. The insertion point moves to the new location.	Scroll as necessary and click in the last paragraph in the body of the letter
2. Select the Style list on the Formatting toolbar. The list of available styles appears.	Click Style
3. Select the desired style name. The style is applied to the paragraph.	Click Body

_{Creating a Style}

d Discussion

If an existing style does not meet your specific needs, you can create a new style. The most expedient way to create a new style is to base the new style on an existing style and modifying that style.

When you create a new style using one of the existing styles in the Style box on the Formatting toolbar, it is associated only with the current document. You can then use the Modify Style dialog box to add it to the current template, if desired. When a style is added to the template, that style is available for all new and existing documents based on that template. If desired, you can assign shortcut key to select the style.

You can also use the Modify Style dialog box to edit a style. When you edit a style, you can change formatting items such as font attributes, paragraph settings, tabs, and borders.


o	To add a style to the Normal template, open the document containing the desired style and select the Style command from the Format menu. Select the name of the desired style, select Modify, and select the Add to template option.

C Procedures

1. Select the text containing the desired formatting for the new style.

2. Select the Style list on the Formatting toolbar.

3. Type the name for the new style.

4. Press [Enter].

f Step-by-Step

Create a new paragraph style.

*Steps*	*Practice Data*
1. Select the paragraph containing the desired formatting for the new style. The paragraph is selected.	Triple-click the first paragraph
2. Select the Style list on the Formatting toolbar. A list of available styles appears.	Click Style
3. Type the name for the new style. The name appears in the Style* text box.*	Type *Paragraph*
4. Press [Enter]. The new paragraph style is added to the document.	Press [Enter]

Apply the Paragraph style to the other paragraphs in the letter.

Click in one of the paragraphs to which the style was applied and open the Paragraph dialog box. Notice that the spacing before and after the paragraph is now 6 points.

_{Deleting a Style}

d Discussion

If you no longer require a particular style, you can delete it from the document.

When you delete a style, the Normal style is applied to any text formatted with the deleted style.

C Procedures

1. Select the Format menu.

2. Select the Style command.

3. Under Styles, select the style you want to delete.

4. Select Delete.

5. Select Yes.

6. Select Close.

f Step-by-Step

Delete a style.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the Style command. The Style dialog box opens.	Click Style...
3. Under Styles, select the style you want to delete. The style is selected.	Click Paragraph
4. Select Delete. A Microsoft Word message box opens, prompting you to verify the deletion.	Click Delete
5. Select Yes. The style is deleted.	Click Yes
6. Select Close. The Style dialog box closes and the Normal* style is* applied to all the paragraphs formatted with the deleted style.	Click Close

Select the Style list and notice that the Paragraph style no longer appears.

Close PARFORM.DOC.

_Exercise

_{Using Paragraph Formatting}

e Task

Apply a style. Change paragraph alignment and line spacing. Use the Format Painter to format a paragraph.

1. Open Formatex.

2. Apply the Heading 1 style to the first two paragraphs of the document, (Worldwide Sporting Goods / Summer 1997 Equipment Preview).

3. Right align the paragraph containing the date.

4. Change the line spacing in the paragraph beginning Morning to 1.5 lines.

5. Use the Format Painter to copy the Morning paragraph format to the Midday and Evening paragraphs.

6. Center the first paragraph on the second page, Directions to....

7. Close the document without saving it.

_{Lesson
10 -

Using Document Formatting}

_{In this lesson, you will
learn how to:}

· Format documents

· Insert a manual page break

· Remove a manual page break

· Change the document margins

· Change the page orientation

· Change the paper size

· Change the vertical alignment

_{Formatting Documents}

d Discussion

Document formatting refers to the layout of the text on the page and involves margin, paper size, and page orientation options. Margins refer to the distance between the edge of the paper and the text. Size refers to the physical size of the paper (for example 8 ½ in. x 11 in.). Orientation refers to how the page will be printed, either vertically or horizontally.


o	You can apply different page formats to different sections in a document.

_{Inserting a Manual Page Break}

d Discussion

When typed text exceeds the amount of text that will fit on a page, Word inserts an automatic page break. There may be times, however, when you want to insert a page break manually. For example, you may want to keep a heading with the paragraph below it. Word provides you with this capability.

You can distinguish an automatic page break from a manual page break by its appearance in the document. In Normal view, an automatic page break appears as a dotted line. A manual page break, on the other hand, displays the words Page Break in the middle of a dotted line.

Inserting a manual page break


o	You can position the insertion point where you want to begin a new page and press [Ctrl+Enter] to insert a manual page break.

C Procedures

1. Position the insertion point to the left of the first character you want on the new page.

2. Select the Insert menu.

3. Select the Break command.

4. Under Insert, select the Page break option.

5. Select OK.

f Step-by-Step

From the Student Data directory, open DOCFRM1.DOC.

Insert a manual page break into a document.

*Steps*	*Practice Data*
1. Position the insertion point to the left of the first character you want on the new page. The insertion point moves to the new location.	Scroll as necessary and click to the left of Terms and Conditions of Sale at the bottom of page 1
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Break command. The Break dialog box opens.	Click Break...
4. Under Insert, select the Page break option. The option is selected.	Click Page break, if necessary
5. Select OK. The Break dialog box closes and the page break appears above the line containing the insertion point.	Click OK

Switch to print preview and scroll through the document to view the page break. Close the Preview window.

_{Removing a Manual Page Break}

d Discussion

Word inserts automatic page breaks that cannot be deleted. Manual page breaks are inserted by the user and can be deleted. If you add or remove text or alter the page layout in any way, automatic page breaks adjust accordingly, manual page breaks do not.


o	A manual page break is similar to any other typed character and can be removed by pressing the [Backspace] key or the [Delete] key.

C Procedures

1. Select the manual page break you want to delete.

2. Press [Delete].

f Step-by-Step

Remove a manual page break.

Scroll to page 3. Notice that both an automatic and a manual page break appear above the title Advertising Agreement.

*Steps*	*Practice Data*
1. Select the manual page break you want to delete. The page break is selected.	Click the manual page break above the title Advertising Agreement
2. Press [Delete]. The page break is removed from the document.	Press [Delete]

_{Changing the Document Margins}

d Discussion

Margins define the typing area on a page. Margins control the amount of blank space between the top, bottom, left, and right edges of the paper and the text. By default, margins are measured in inches. The larger the margin measurement, the smaller the typing area. For example, if all the margins are set to .5 inch, there is a half-inch of blank space on all edges of the page. Setting all margins to 1 inch leaves a larger blank area on the page edges and, therefore, less room for text. You can also select different-sized top, bottom, left, and right margins, if desired.

You can modify margins on the Margins page of the Page Setup dialog box. Any changes you make appear under Preview so that you can see how they affect the document. When you change the margins, Word readjusts the text and automatic page breaks. Depending on how the document then appears, you can insert manual page breaks to group related information.

Changing the document margins


o	You can also enter a value directly in a margin text box by selecting the current measurement and typing a new one.

C Procedures

1. Select the File menu.

2. Select the Page Setup command.

3. Select the Margins tab.

4. In the Top spin box, enter the desired top margin.

5. In the Bottom spin box, enter the desired bottom margin.

6. In the Left spin box, enter the desired left margin.

7. In the Right spin box, enter the desired right margin.

8. Select OK.

f Step-by-Step

Change the document margins.

Go the top of the document, if necessary.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Page Setup command. The Page Setup dialog box opens.	Click Page Setup...
3. Select the Margins tab. The Margins* page appears.*	Click the Margins tab, if necessary
4. In the Top spin box, enter the desired top margin. The number appears in the Top* spin box.*	Click Top to 1.3"
5. In the Bottom spin box, enter the desired bottom margin. The number appears in the Bottom* spin box.*	Click Bottom to 1.9"
6. In the Left spin box, enter the desired left margin. The number appears in the Left* spin box.*	Click Left to .8"
7. In the Right spin box, enter the desired right margin. The number appears in the Right* spin box.*	Click Right to 2"
8. Select OK. The Page Setup dialog box closes and the document margins change accordingly.	Click OK

Switch to print preview to view the changes in the document. Close the Preview window.

_{Changing the Page Orientation}

d Discussion

Page orientation refers to the how the page will be printed. Word includes two possible page orientations: portrait and landscape. The orientation you use depends on the desired look of the document.

In portrait orientation, the shorter edges of the paper are at the top and bottom and the longer edges are on the left and right. Letters and memos are ideally suited for portrait orientation.

In landscape orientation, the longer edges of the paper are at the top and bottom and the shorter edges are on the left and right. Landscape orientation is most often used for graphics, charts, spreadsheets, and drawings. However, any text document (such as announcements or brochures) can be printed in either orientation. You can also mix the two page orientations within a document. For example, you can print a cover sheet for a graphic in portrait orientation and print the graphic itself in landscape orientation.

When you change the page orientation, automatic page breaks readjust. You may then have to create manual page breaks to group related information.

Changing the page orientation

C Procedures

1. Select the File menu.

2. Select the Page Setup command.

3. Select the Paper Size tab.

4. Under Orientation, select the Portrait or Landscape option.

5. Select OK.

f Step-by-Step

Change the page orientation of a document.

Go to the top of the document, if necessary.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Page Setup command. The Page Setup dialog box opens.	Click Page Setup...
3. Select the Paper Size tab. The Paper Size* page appears.*	Click the Paper Size tab, if necessary
4. Under Orientation, select the Portrait or Landscape option. The option is selected.	Click Landscape
5. Select OK. The Page Setup dialog box closes and the document orientation changes.	Click OK

Switch to print preview to view the changes to the page orientation. Close the Preview window.

Return the document to portrait orientation.

_{Changing the Paper Size}

d Discussion

The default paper size in Word is 8 1/2 x 11 inches. You use this paper size for most memos and letters. It is not the only available paper size, however. Another popular paper size is legal (8 1/2 by 14 inches), which can be used for specialized applications such as legal documents. You can also create a custom paper size. All paper sizes appear under Preview in the Page Setup dialog box.

When you change the paper size, the text and automatic page breaks readjust. Depending on how the document appears, you may have to create manual page breaks to group related information.

Changing the paper size

C Procedures

1. Select the File menu.

2. Select the Page Setup command.

3. Select the Paper Size tab.

4. Select the Paper size list.

5. Select the desired paper size.

6. Select OK.

f Step-by-Step

Change the paper size of a document.

Position the insertion point at the top of the document, if necessary.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Page Setup command. The Page Setup dialog box opens.	Click Page Setup...
3. Select the Paper Size tab. The Paper Size* page appears.*	Click the Paper Size tab, if necessary
4. Select the Paper size list. A list of available paper sizes appears.	Click Paper size
5. Select the desired paper size. The paper size is selected.	Click Legal 8 1/2 x 14 in
6. Select OK. The Page Setup dialog box closes and the paper size changes.	Click OK

_{Changing the Vertical Alignment}

d Discussion

Just as paragraphs are aligned between the left and right margins, you can align the text on a page between the top and bottom margins (vertically align the page). The possible vertical alignments are: Top, Center, and Justified.

Most documents are top-aligned, meaning that the first line begins at the top margin and all subsequent lines are based on the defined line and paragraph spacing. Most letters are top-aligned.

Center vertical alignment positions the text on the page with equal top and bottom margins, regardless of the actual margin settings. If you want to center your page, you do not have to calculate the number of typed lines on the page and then set the margins accordingly. Word performs this task automatically if center vertical alignment is selected. Brochures and cover sheets are often center-aligned.

In justified vertical alignment, the spacing between the lines on the page is adjusted so that the first line prints at the top of the page and the last line prints at the bottom of the page within the defined margins. You should justify the vertical alignment when you want the text to fill the entire page between the specified top and bottom margins. A contract and similar legal documents look very professional when they are justified vertically.

Changing the vertical alignment

C Procedures

1. Select the File menu.

2. Select the Page Setup command.

3. Select the Layout tab.

4. Select the Vertical alignment list.

5. Select the desired vertical alignment.

6. Select OK.

f Step-by-Step

Vertically align the text on a page.

Position the insertion point at the top of page 1.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Page Setup command. The Page Setup dialog box opens.	Click Page Setup...
3. Select the Layout tab. The Layout* page appears.*	Click the Layout tab, if necessary
4. Select the Vertical alignment list. A list of available alignments appears.	Click Vertical alignment
5. Select the desired vertical alignment. The alignment is selected.	Click Center
6. Select OK. The Page Setup dialog box closes and the text is aligned accordingly.	Click OK

Switch to print preview to view the vertical alignment. Close the Preview window.

Close DOCFRM1.DOC.

_Exercise

_{Using Document Formatting}

e Task

Adjust the margins, change the page orientation, and insert a page break.

1. Open Frmdocex.

2. Switch to print preview and scroll through the document. Close the Preview window.

3. Change the top and bottom margins to 1.5" each.

4. Change the left and right margins to 1" each.

5. Change the paper orientation to landscape.

6. Switch to print preview to view the document. Close the Preview window.

7. Insert a page break before the text Directions to the Central Valley Convention Center.

8. Switch to print preview to view the document. Close the Preview window.

9. Delete the page break.

10. Change the paper size to Legal 8 1/2 X 14 in and the page orientation to Portrait.

11. Change the vertical alignment to Center.

12. Switch to print preview to view the document. Close the Preview window.

13. Close the document without saving it.

_{Lesson
11 -

Setting Tabs}

_{In this lesson, you will
learn how to:}

· Set tab stops

· Set a left-aligned tab

· Set a center tab

· Set a right-aligned tab

· Set a decimal tab

· Clear all tabs

· Create a leader tab

· Remove a tab stop

_{Setting Tab Stops}

d Discussion

When you need to create a document in which the text appears at fixed locations across the page, you can use tabs to space the text. Tabs can serve many functions in a document. For example, you can use several tabs to create a table for an office phone list.

Tab stops appear on the horizontal ruler. Word allows you to set left, center, right, and decimal tab stops on the ruler in any combination.

Tab stops are a component of paragraph formatting and, therefore, apply to every line in a paragraph. However, each paragraph can have a different combination of tab stops.

The following illustration represents how text appears with the various tab settings.

LEFT	CENTER	RIGHT	DECIMAL
Joanne Morgan	President	Active Wear	170.9
Francis Orr	Manager	Diving	250.3
Robert Maxwell	Associate	Shoes	79.0
Betty Fields	Supervisor	Racquet Sports	98.7

Setting tabs

You can set tab stops using the Tab Alignment button on the horizontal ruler. In addition, you can use the Tabs dialog box to define more precise tab stops. The following four types of tabs are available:

Tab Character	Tab Type
	Left
	Center
	Right
	Decimal

By default, left-aligned tabs are set at half-inch intervals across the page.

_{Setting a Left-Aligned Tab}

d Discussion

Left-aligned tab stops can be positioned anywhere on a line. When you use left-aligned tabs, text and numbers are aligned flush-left to the tab stop.

You can create left-aligned tab stops by clicking the desired tab character and then clicking the desired position on the horizontal ruler. You can also enter a specific tab type and position in the Tabs dialog box.

You can have as many left-aligned tab stops as desired in a document.


o	If you use the Tabs dialog box to create a left-aligned tab, you can enter the tab stop position and select the Left option.

C Procedures

1. Select the text to which you want to add a left-aligned tab stop.

2. Click the Tab Alignment button until the left-aligned tab character appears.

3. Click the horizontal ruler at the desired position for the tab stop.

f Step-by-Step

From the Student Data directory, open TABS.DOC.

Set a left-aligned tab stop.

Display the horizontal ruler in Normal view, if necessary.

*Steps*	*Practice Data*
1. Drag to select the text to which you want to add a left-aligned tab stop. The text is highlighted as you drag.	Drag to select all the text below the heading row, from NorthEast to $33.25
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Tab Alignment button until the left-aligned tab character appears. The left-aligned tab character appears.	Click until appears, if necessary
4. Click the horizontal ruler at the desired position for the tab stop. The selected text is adjusted to the left-aligned tab stop.	Click at .5 inch on the horizontal ruler

_{Setting a Center Tab}

d Discussion

Center tabs can be positioned anywhere on a line. When you use center tabs, text and numbers are centered under a center tab stop.

You can create center tab stops by clicking the desired tab character and then clicking the desired position on the horizontal ruler. You can also enter a specific tab type and position in the Tabs dialog box. You can have as many center tab stops as desired in a document.


o	If you use the Tabs dialog box to create a center tab stop, you can enter the tab stop position and select the Center option.

C Procedures

1. Select the text to which you want to add a center tab stop.

2. Click the Tab Alignment button until the center tab character appears.

3. Click the horizontal ruler at the desired position for the tab stop.

f Step-by-Step

Set a center tab stop.

Display the horizontal ruler in Normal view, if necessary

*Steps*	*Practice Data*
1. Drag to select the text to which you want to add a center tab stop. The text is highlighted as you drag.	Drag to select all the text below the heading row, from NorthEast to $33.25, if necessary
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Tab Alignment button until the center tab character appears. The center tab character appears.	Click until appears
4. Click the horizontal ruler at the desired position for the tab stop. The selected text is adjusted to the center tab stop.	Click at 2.5 inches on the horizontal ruler

_{Setting a Right-Aligned Tab}

d Discussion

Right-aligned tab stops can be positioned anywhere on a line. When you use right-aligned tabs, text and numbers are aligned flush-right to the tab stop.

You can create right-aligned tab stops by clicking the desired tab character and then clicking the desired position on the horizontal ruler. You can also enter a specific tab type and position in the Tabs dialog box.

You can have as many right-aligned tab stops as desired in a document.


o	If you use the Tabs dialog box to create a right-aligned tab, you can enter the tab stop position and select the Right option.

C Procedures

1. Select the text to which you want to add a right-aligned tab stop.

2. Click the Tab Alignment button until the right-aligned tab character appears.

3. Click the horizontal ruler at the desired position for the tab stop.

f Step-by-Step

Set a right-aligned tab stop.

Display the horizontal ruler in Normal view, if necessary.

*Steps*	*Practice Data*
1. Drag to select the text to which you want to add a right-aligned tab stop. The text is highlighted as you drag.	Drag to select all the text below the heading row from NorthEast to $33.25, if necessary
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Tab Alignment button until the right-aligned tab character appears. The right-aligned tab character appears.	Click until appears
4. Click the horizontal ruler at the desired position for the tab stop. The selected text is adjusted to the right-aligned tab stop.	Click at 4.5 inches on the horizontal ruler

_{Setting a Decimal Tab}

d Discussion

Decimal tab stops can be positioned anywhere on a line. When you use decimal tabs, text and numbers are aligned to the tab stop at the first decimal point. Decimal tabs are most useful when you need to enter a list of numbers and you want the decimal points of the numbers to be aligned.

You can create decimal tab stops by clicking the desired tab character and then by clicking the desired position on the horizontal ruler. You can also enter a specific tab type and position in the Tabs dialog box. You can have as many decimal tab stops as desired in a document.


o	If you use the Tabs dialog box to create a decimal tab, you can enter the tab stop position and select the Decimal option.

C Procedures

1. Select the text to which you want to add a decimal tab stop.

2. Click the Tab Alignment button until the decimal tab character appears.

3. Click the horizontal ruler at the desired position for the tab stop.

f Step-by-Step

Set a decimal tab stop.

Display the horizontal ruler in the Normal view, if necessary.

*Steps*	*Practice Data*
1. Drag to select the text to which you want to add a decimal tab stop. The text is highlighted as you drag.	Drag to select all the text below the heading row, from NorthEast to $33.25, if necessary
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Tab Alignment button until the decimal tab character appears. The decimal tab character appears.	Click until appears
4. Click the horizontal ruler at the desired position for the tab stop. The selected text is adjusted to the decimal tab stop.	Click at 5.5 inches on the horizontal ruler

_{Clearing All Tabs}

d Discussion

There may be times when you want to add tabs to an existing tabbed document. Before entering the new tabs, you can first clear the existing tabs. Clearing the tabs removes the tabs from the current paragraph, or from selected paragraphs only.

You can choose to clear specific tab types, or you can clear all tabs simultaneously. A quick way of clearing tabs is to use the Tabs dialog box.

C Procedures

1. Position the insertion point in the paragraph or select the paragraphs in which you want to clear the tabs.

2. Select the Format menu.

3. Click the Tabs command.

4. Select Clear All.

5. Select OK.

f Step-by-Step

Clear all tabs.

Display the horizontal ruler in Normal view, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in the paragraph or select the paragraphs in which you want to clear the tabs. The insertion point appears in the paragraph or the paragraphs are selected.	Follow the steps shown below
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Click the Tabs command. The Tabs dialog box opens.	Click Tabs…
4. Select Clear All. The tab stops are cleared.	Click Clear All
5. Select OK. The Tabs dialog box closes and all tabs that appeared on the ruler are cleared.	Click OK

Position the insertion point at the end of the document and press [Enter] twice.

_{Creating a Leader Tab}

d Discussion

You can apply a leader to a tab using the Tabs dialog box. A leader is a dotted, dashed, or solid line that appears in the space between the last character to the left and the tab stop to which the leader has been applied. Leader characters have many uses. For example, they are useful in connecting text on one side of a screen to another, such as a chapter heading and its page number.

If you add or remove text to the left of a leader, the length of the leader changes accordingly to accommodate the text.

The Tabs dialog box

C Procedures

1. Select the Format menu.

2. Select the Tabs command.

3. Type a tab position in the Tab stop position text box.

4. Under Alignment, select the desired tab type option.

5. Under Leader, select the desired leader type option.

6. Select Set.

7. Select OK.

f Step-by-Step

Create a leader tab.

Display the horizontal ruler in Normal view, if necessary. Position the insertion point at the end of the document. Press [Enter] twice, if necessary to add a blank line below the existing text.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the Tabs command. The Tabs dialog box opens.	Click Tabs…
3. Type a tab position in the Tab stop position text box. The number appears in the text box.	Type 6
4. Under Alignment, select the desired tab type option. The tab type option is selected.	Click Right
5. Under Leader, select the desired leader type option. The leader type option is selected.	Click 2 …….
6. Select Set. The tab appears under Tab stop position.	Click Set
7. Select OK. The Tab dialog box closes and the leader tab is set.	Click OK

Type For further information, call Dee Press [Tab]. Notice the leader.

Type 555-5645. Notice that the leader adjusts to accommodate the text.

_{Removing a Tab Stop}

d Discussion

You can remove tab stops. For example, you may want to delete tab stops if you are removing data from a phone list. Although you can use the Tabs dialog box to delete tab stops, it is much easier to drag them off the horizontal ruler.

After you have removed a tab stop, any text positioned at that tab stop moves to the next defined tab stop or to the first default tab stop after the last defined tab stop.

C Procedures

1. Select the text from which you want to remove a tab stop.

2. Drag the desired tab character away from the ruler.

3. Release the mouse button.

f Step-by-Step

Remove a tab stop from the ruler.

Display the horizontal ruler in Normal view, if necessary.

*Steps*	*Practice Data*
1. Drag to select the text from which you want to remove a tab stop. The text is highlighted as you drag.	Drag to select the heading row
2. Release the mouse button. The text is selected.	Release the mouse button
3. Drag the desired tab character away from the ruler. The tab character moves as you drag.	Drag the left tab at 5 inches away from the ruler
4. Release the mouse button. The tab stop is removed from the ruler and any text aligned to the tab stop moves to the next tab stop to the right.	Release the mouse button

Close TABS.DOC.

_Exercise

_{Setting Tabs}

e Task

Create left-aligned, right-aligned, and decimal tabs. Delete a tab and create a leader tab.

1. Create a new document.

2. Set left-aligned tabs at .75 and 2 inches on the horizontal ruler.

3. Set a right-aligned tab at 4.25 inches.

4. Set a decimal tab at 5.25 inches.

5. Enter text to create the following chart:

Code First Name Last Name Region Bonus %

SS Stephanie Smith Northeast 9.5

NB Nathan Brown Southeast 7.35

TS Thomas Stevenson Central 8

GA George Adams Northwest 6.9

FW Frances Wallace Southwest 5

HN Henry Norris Canada & Mexico 8.8

Align the Code column to the left margin, if necessary.

6. Select the column headings only. Delete the decimal tab at 5.25 inches and create a left tab at 5 inches.

7. Position the insertion point at the end of the document and press [Enter] 3 times.

8. Open the Tabs dialog box and clear the tabs.

9. Set a right-aligned tab at 6 inches on the horizontal ruler. Add the third leader option, 3-------, and close the Tabs dialog box.

10. Type The bonus to beat is, press [Tab], and type 9.5 %.

11. Close the document without saving it.

_{Lesson
12 -

Indenting Paragraphs}

_{In this lesson, you will
learn how to:}

· Create a left indent

· Indent the first line

· Create a hanging indent

· Create a right indent

_{Creating a Left Indent}

d Discussion

Indenting a paragraph refers to moving it away from the left, the right, or both margins. This feature has many uses, including calling attention to text and other sections in a document. Additionally, the first line of paragraphs in many letters and documents is often indented from the left to improve readability.

You can use the Increase Indent button on the Formatting toolbar to indent a paragraph to the right in half-inch increments. You can use options available in the Paragraph dialog box to select a different increment or a different type of indentation.

Creating a left indent


o	You can click the Decrease Indent button on the Formatting toolbar to decrease a paragraph indent in half-inch increments.

C Procedures

1. Position the insertion point in the paragraph you want to indent.

2. Click the Increase Indent button .

f Step-by-Step

From the Student Data directory, open INDPAR.DOC.

Indent a paragraph from the left margin.

Display the Formatting toolbar, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in the paragraph you want to indent. The insertion point moves to the new location.	Click in the paragraph special offers
2. Click the Increase Indent button. The paragraph text moves to the new left margin setting.	Click

Indent the other paragraphs that make up the list, including discounts, free samples, and promotional items.

_{Indenting the First Line}

d Discussion

There are several ways in which you can indent a paragraph from the left margin. For example, you can indent only the first line of a paragraph. This type of indent is often used to begin a paragraph. It is easy to create a first line indent using the horizontal ruler.

The indent marker on the left of the horizontal ruler is actually composed of two indent markers and a box. The top triangle is the First Line Indent marker and the bottom triangle is the Hanging Indent marker. The First Line Indent marker and the Hanging Indent marker move independently of each other. However, you can drag the Left Indent marker (the box) to move the First Line Indent and Hanging Indent markers simultaneously.

Indent Marker	Use
	Indents only the first line of the selected paragraph from the left margin.
	Indents all lines of a paragraph other than the first line from the left margin.
	Moves both the first-line indent marker and the left indent marker simultaneously.

C Procedures

1. Select the paragraphs you want to indent.

2. Drag the first-line indent marker to the desired position on the horizontal ruler.

3. Release the mouse button.

f Step-by-Step

Indent the first line of a paragraph using the horizontal ruler.

*Steps*	*Practice Data*
1. Drag to select the paragraphs you want to indent. The paragraphs are highlighted as you drag.	Drag to select the three paragraphs beginning Morning, Midday, and Evening
2. Release the mouse button. The paragraphs are selected.	Release the mouse button
3. Drag the first-line indent marker to the desired position on the horizontal ruler. An image of the marker appears as you drag.	Drag to 0.5 inch
4. Release the mouse button. The first line of each selected paragraph moves to the new setting.	Release the mouse button

_{Creating a Hanging Indent}

d Discussion

You can indent all lines of a paragraph except the first line. This type of indent is known as a hanging indent. A hanging indent is often used for lists or bibliographic references.

C Procedures

1. Select the paragraphs you want to indent.

2. Drag the hanging indent marker to the desired position on the horizontal ruler.

3. Release the mouse button.

f Step-by-Step

Create a hanging indent using the horizontal ruler.

*Steps*	*Practice Data*
1. Drag to select the paragraphs you want to indent. The paragraphs are highlighted as you drag.	Drag to select the three paragraphs beginning Morning, Midday, and Evening, if necessary
2. Release the mouse button. The paragraphs are selected.	Release the mouse button
3. Drag the hanging indent marker to the desired position on the horizontal ruler. An image of the marker appears as you drag.	Drag to 1 inch
4. Release the mouse button. The second and subsequent lines of each selected paragraph move to the new hanging indent setting.	Release the mouse button

_{Creating a Right Indent}

d Discussion

You can indent a paragraph from the right margin. You may want to do this, for example, to make a paragraph stand out on a page.

You can indent selected text from the right margin by dragging the right margin marker on the horizontal ruler. The right margin marker is identical to the left margin marker, except that it appears alone at the right end of the horizontal ruler.

Creating a right indent

C Procedures

1. Select the paragraphs you want to indent.

2. Drag the right indent marker to the desired position on the horizontal ruler.

3. Release the mouse button.

f Step-by-Step

Indent the right margin of a paragraph using the horizontal ruler.

*Steps*	*Practice Data*
1. Drag to select the paragraphs you want to indent. The paragraphs are highlighted as you drag.	Drag to select the three paragraphs beginning Morning, Midday, and Evening, if necessary
2. Release the mouse button. The paragraphs are selected.	Release the mouse button
3. Drag the right indent marker to the desired position on the horizontal ruler. An image of the marker appears as you drag.	Drag to 5.0 inch
4. Release the mouse button. The paragraph text moves to the new right margin setting.	Release the mouse button

Deselect the text.

Close INDPAR.DOC.

_Exercise

_{Indenting Paragraphs}

e Task

Indent a paragraph. Create a hanging, first line, and paragraph indent.

1. Open Indentex.

2. Indent the list starting with Special offers three tab stops to the right.

3. Create a hanging indent of 1.5 inches in the paragraph beginning The hours....

4. Create a first line indent of .5 inch in the paragraph beginning Join over....

5. Create a right indent at 5.5 inches for the paragraph beginning Join over.

6. Close the document without saving it.

_{Lesson
13 -

Using Numbers and Bullets}

_{In this lesson, you will
learn how to:}

· Create a numbered list

· Add numbers to text

· Delete a numbered item

· Add a numbered item

· Remove numbers from text

· Create a bulleted list

· Add bullets to text

· Remove bullets from text

· Change bullets and numbers

_{Creating a Numbered List}

d Discussion

There may be times when you need to number a list or sequential items. For example, you may want to number specific steps on a list or add letters to an outline detailing the hierarchy of a corporation.

The easiest way to create a numbered list is to use the automatic numbering feature. With this method, whenever you type a 1 (Arabic or Roman) or an A (uppercase or lowercase) and then a period ( . ), dash ( - ), or parenthesis ( ) ) followed by a space, or two spaces without any punctuation, and then text, Word assumes you want to sequentially list the items. Thereafter, each time you press [Enter], the next applicable number or letter in the sequence appears.

You can also use the Numbered and Outline Numbered pages of the Bullets and Numbering dialog box to create a numbered list. You can select from additional number styles in the Bullets and Numbering dialog box, as well as customize a number style. Just as when you use automatic numbering, the next applicable number or letter appears each time you press the [Enter] key.

Creating a numbered list


o	You can access the Numbered and Outline Numbered pages in the Bullets and Numbering dialog box by selecting the Bullets and Numbering command from the Format menu.

o	You can disable numbering by pressing the [Enter] key to start a new line and then clicking the Numbering button or pressing the [Enter] key again or the [Backspace] key.

C Procedures

1. Position the insertion point where you want to begin the numbered list.

2. Type the desired number or letter to begin the list.

3. Add the desired spacing or punctuation.

4. Type the desired text for the first item on the list.

5. Press [Enter].

f Step-by-Step

From the Student Data directory, open NUMBULL.DOC.

Create a numbered list.

*Steps*	*Practice Data*
1. Position the insertion point where you want to begin the numbered list. The insertion point moves to the new location.	Click the second line below the text Our priorities:
2. Type the desired number or letter to begin the list. The number appears.	Type 1.
3. Add the desired spacing or punctuation. The desired spacing or punctuation is added.	Press [Spacebar]
4. Type the desired text for the first item on the list. The text appears in the document.	Type *Best Products*
5. Press [Enter]. The next line is numbered in sequence.	Press [Enter]

Enter Best Prices and Best Service as the next two items in the numbered list. Press [Enter] twice to disable the numbering. Delete any extra blank lines.

_{Adding Numbers to Text}

d Discussion

Word can generate a numbered list from existing text. When you use the Numbering button on the Formatting toolbar, Word numbers each paragraph of the selected text sequentially, beginning with the number 1.

This feature is a great timesaver. For example, you may decide that a previously created, unnumbered list would appear better as a numbered list.

Adding numbers to text

C Procedures

1. Select the text to which you want to add numbers.

2. Click the Numbering button .

f Step-by-Step

Add numbers to existing text.

Display the Formatting toolbar, if necessary.

*Steps*	*Practice Data*
1. Drag to select the text you want to number. The text is highlighted as you drag.	Scroll as necessary to page 3 and drag to select the text from highest quality products to well-trained, knowledgeable sales staff
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Numbering button. The list is numbered sequentially, beginning with the number 1.	Click

Deselect the list.

_{Deleting a Numbered Item}

d Discussion

If an item in a numbered list is deleted, Word automatically renumbers the subsequent items as needed. It is often helpful to display the nonprinting characters to assist you in this task.


o	In addition, Word automatically renumbers a list when items are moved or added.

C Procedures

1. Click in the selection bar to the left of the item you want to delete.

2. Press [Delete].

f Step-by-Step

Delete an item in a numbered list.

Go to the numbered list on page 3, if necessary.

*Steps*	*Practice Data*
1. Click in the selection bar to the left of the item you want to delete. The item is selected.	Click in the selection bar to the left of the 4 before outstanding service
2. Press [Delete]. The item is deleted and the remaining items on the list are renumbered.	Press [Delete]

_{Adding a Numbered Item}

d Discussion

You can add an item to a numbered list. When you perform this task, Word automatically renumbers the existing items as needed.


o	In addition, Word automatically renumbers a list when items are deleted or moved.

C Procedures

1. Position the insertion point at the end of the item after which you want to add a new item.

2. Press [Enter].

f Step-by-Step

Add an item to a numbered list.

Go to the numbered list on page 3, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point at the end of the item after which you want to add a new item. The insertion point moves to the new location.	Click to the right of the last character in item 2
2. Press [Enter]. A new numbered line appears and all subsequent items are renumbered.	Press [Enter]

Type extended product warranties after the new number.

_{Removing Numbers from Text}

d Discussion

If you decide that numbers are no longer appropriate, you can remove them from the text. You can use the Numbering button on the Formatting toolbar to remove numbers from a list.

C Procedures

1. Select the list from which you want to remove the numbers.

2. Click the Numbering button .

f Step-by-Step

Remove numbers from a list.

Go to the top of page 1, if necessary.

*Steps*	*Practice Data*
1. Drag to select the list from which you want to remove the numbers. The list is highlighted as you drag.	Drag to select the numbered list beginning with item 1. Best Products
2. Release the mouse button. The list is selected.	Release the mouse button
3. Click the Numbering button. The numbers are removed from the list.	Click

_{Creating a Bulleted List}

d Discussion

When you want to emphasize items in a list in no particular order, you can use a bulleted list.

The easiest way to create a bulleted list is to use the automatic bulleting feature; whenever you type an asterisk (*) followed by a space and text, Word assumes you want to create a bulleted list. Thereafter, each time you press the [Enter] key, a bullet appears on the next line.

You can also use the Bulleted page of the Bullets and Numbering dialog box to create a bulleted list. In the Bullets and Numbering dialog box, you can select from additional bullet styles, as well as customize bullet styles. Just as when you use automatic bulleting, a bulleted line appears automatically each time you press the [Enter] key.

Creating a bulleted list


o	You can view the Bulleted tab by selecting the Bullets and Numbering command from the Format menu.

o	You can disable bullets by pressing [Enter] and clicking the Bullets button or pressing [Enter] again or the [Backspace] key.

C Procedures

1. Position the insertion point where you want to begin the bulleted list.

2. Type an asterisk (*).

3. Press [Spacebar].

4. Type the desired text for the first bullet in the list.

5. Press [Enter].

f Step-by-Step

Create a bulleted list.

Go to the end of the document, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to begin the bulleted list. The insertion point moves to the new location.	Press [Ctrl+End]
2. Type an asterisk (). An asterisk () appears in the document.	Type *
3. Press [Spacebar]. A space appears in the document.	Press [Spacebar]
4. Type the desired text for the first bullet in the list. The text appears in the document.	Type *special orders*
5. Press [Enter]. The asterisk () is replaced with a bullet and a bullet appears on the next line.*	Press [Enter]

Enter promotional items, personalized uniforms, and autographed memorabilia as the next three items in the bulleted list. Press [Enter] twice to disable bullets. Delete any extra blank lines.

_{Adding Bullets to Text}

d Discussion

Word can generate a bulleted list from existing text. When you use the Bullets button on the Formatting toolbar, Word adds a bullet to each paragraph of the selected text.

This feature is a great time-saver. For example, you may decide that a previously created unbulleted list would appear better as a bulleted list.

Adding bullets to text

C Procedures

1. Select the text to which you want to add bullets.

2. Click the Bullets button .

f Step-by-Step

Add bullets to existing text.

Display the Formatting toolbar, if necessary. Go to page 1, if necessary.

*Steps*	*Practice Data*
1. Drag to select the text to which you want to add bullets. The list is highlighted as you drag.	Scroll as necessary and drag to select the four items under the heading, Our primary product lines are:
2. Release the mouse button. The list is selected.	Release the mouse button
3. Click the Bullets button. The items appear in a bulleted list.	Click

_{Removing Bullets from Text}

d Discussion

If you decide that bullets are no longer appropriate, you can remove them from the text. You can use the Bullets button on the Formatting toolbar to remove bullets from selected text.

C Procedures

1. Select the list from which you want to remove the bullets.

2. Click the Bullets button .

f Step-by-Step

Remove bullets from a list.

Go to the end of the document, if necessary.

*Steps*	*Practice Data*
1. Drag to select the list from which you want to remove the bullets. The list is highlighted as you drag.	Drag to select the bulleted list that begins with the text special orders...
2. Release the mouse button. The list is selected.	Release the mouse button
3. Click the Bullets button. The bullets are removed from the list.	Click

_{Changing Bullets and Numbers}

d Discussion

You can change bullet and number styles using options available in the Bullets and Numbering dialog box.

You can also mix different bullet and number styles within the same document, if desired.

C Procedures

1. Select the Format menu.

2. Select the Bullets and Numbering command.

3. Select the desired tab.

4. Select the desired style.

5. Select OK.

f Step-by-Step

Change a bullet or number style.

Go to page 1 and select the bulleted list that begins with the text Equipment....

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the Bullets and Numbering command. The Bullets and Numbering dialog box opens.	Click Bullets and Numbering...
3. Select the desired tab. The desired page appears.	Click Bulleted
4. Select the desired style. The desired style is selected.	Click the check style (second row, fourth column)
5. Select OK. The Bullets and Numbering dialog box closes and the new number or bullet style appears in the document.	Click OK

Close NUMBULL.DOC.

_Exercise

_{Using Bullets and Numbering}

e Task

Insert bullets into a document, number a list, and add an item into a numbered list.

1. Open Numbullx.

2. Insert bullets before the four items beginning with the text Special offers....

3. In the same bulleted list, insert a new bulleted item, Meet field experts, after Discounts.

4. Format the bullets as small, round circles, if necessary.

5. Delete the Discounts item.

6. Position the insertion point two lines below the text Also available will be:.

7. Create a bulleted list with the following two entries: Prizes awarded every hour and Seminars.

8. End the bulleted list.

9. Go to page 2 and number the directions.

10. Add the following new item after item 2: Take I40 West to Exit 20 for Rte 327 West.

11. Remove the numbers from the directions.

12. Close the document without saving it.

_{Lesson
14 -

Working with Headers and Footers}

_{In this lesson, you will
learn how to:}

· Create headers and footers

· Insert page numbers

· Insert the current date

· Add a first page header/footer

· Alternate headers/footers

_{Creating Headers and Footers}

d Discussion

You can insert headers and footers into Word documents. A header is text or graphics that appears in the top margin of a document. Examples of headers include a date, a file name, chapter titles, or a company logo.

A footer is similar to a header, but footers appear in the bottom margin of a page. Examples of footers include page numbers and author names. Headers and footers function in the same way. The only difference is their position on the page.

You can use the same header and footer throughout a document, or you can change the headers and footers in different sections of the document. For example, you can enter the author’s complete name in the first page footer, but show only the author’s last name in the footer on subsequent pages.

When creating a header or footer, Word automatically switches to Page Layout view. The document text is grayed and the Header and Footer areas are marked off with dashed boxes.

The default tab stops for headers and footers are different than the default tab stops for the document. A center tab is set at approximately three inches from the left margin and a right tab is set at approximately six inches from the left margin. These default header and footer tab stops are useful because a header or footer usually contains multiple bits of information evenly spaced across the page.

The Header and Footer toolbar appears when you are creating or editing a header or footer. You can use the Switch Between Header and Footer button on the Header and Footer toolbar to switch between the header and footer.

Creating headers and footers

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Position the insertion point where you want to add header text.

4. Type the desired header text.

5. Click the Switch Between Header and Footer button on the Header and Footer toolbar.

6. Position the insertion point where you want to add footer text.

7. Type the desired footer text.

8. Select Close.

f Step-by-Step

From the Student Data directory, open HDRFTR.DOC.

Create a header and footer in a document.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header area and the Header and Footer* toolbar appear.*	Click Header and Footer
3. Position the insertion point where you want to add header text. The insertion point moves to the new location.	Press [Tab] twice
4. Type the desired header text. The text appears in the header.	Type *Worldwide Sporting Goods*
5. Click the Switch Between Header and Footer button on the Header and Footer toolbar. The Footer area appears.	Click
6. Position the insertion point where you want to add footer text. The insertion point moves to the new location.	Press [Tab] twice
7. Type the desired footer text. The text appears in the footer.	Type *Document #197a*
8. Select Close. The Header and Footer* toolbar closes and the document appears.*	Click Close

_{Inserting Page Numbers}

d Discussion

If you want a document to contain page numbers, Word can automatically number each page. You can use the Insert Page Number button on the Header and Footer toolbar to insert a page number in the header or the footer. In addition, you can add text to the number (such as the word Page).

You can also use the Page Numbers dialog box to insert a page number. In the Page Numbers dialog box, you can also select a position for the page number, as well as preview it.

You can switch to Page Layout view to see the headers and footers in your document.


o	To open the Page Numbers dialog box, you select the Page Numbers command from the Insert menu.

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Click the Switch Between Header and Footer button on the Header and Footer toolbar, if desired.

4. Click the Insert Page Number button .

f Step-by-Step

Insert the current page number in the header or footer of a document.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header area and the Header and Footer* toolbar appear.*	Click Header and Footer
3. Click the Switch Between Header and Footer button on the Header and Footer toolbar, if desired. The selected area appears.	Click
4. Position the insertion point where you want to add text. The insertion point moves to the new location.	Press [Right]
5. Click the Insert Page Number button. The current page number appears in the header or footer.	Click

Close the Header and Footer toolbar. Scroll to the bottom of page 2 to verify the page number in the footer.

_{Inserting the Current Date}

d Discussion

Word can automatically print the current date in the header or footer of a document. This task is accomplished using the Insert Date button on the Header and Footer toolbar.

You can also use the Date and Time dialog box to insert a date or to select from other date formats.


o	To open the Date and Time dialog box, you select the Date and Time command from the Insert menu.

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Click the Insert Date button .

f Step-by-Step

Insert the current date in the header or footer of a document.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header area and the Header and Footer* toolbar appear.*	Click Header and Footer
3. Click the Insert Date button. The date appears in the header or footer.	Click

Close the Header and Footer toolbar.

Close HDRFTR.DOC.

_{Adding a First Page Header/Footer}

d Discussion

In many documents, the first page has a different header and footer than the rest of the document. For example, if you have a title page and do not want it to have a header or a footer, you can choose to have a different first page header or footer.

You can use the Show Previous and Show Next buttons on the Header and Footer toolbar to navigate the headers and footers on different pages.

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Click the Page Setup button on the Header and Footer toolbar.

4. Under Headers and Footers, select the Different first page option.

5. Select OK.

6. Enter the desired first page header text.

7. Click the Switch Between Header and Footer button on the Header and Footer toolbar.

8. Enter the desired first page footer text.

9. Close the Header and Footer toolbar.

f Step-by-Step

From the Student Data directory, open DIFHEAD.DOC.

Create a first page header and footer.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header and Footer* toolbar appears and the insertion point is positioned in the Header area.*	Click Header and Footer
3. Click the Page Setup button on the Header and Footer toolbar. The Page Setup dialog box opens.	Click
4. Under Headers and Footers, select the Different first page option. The option is selected.	Click Different first page
5. Select OK. The Page Setup dialog box closes and the First Page Header area appears.	Click OK
6. Enter the desired first page header text. The text appears in the header.	Click

Switch to the first page footer and click the Insert Date button.

Close the Header and Footer toolbar.

Switch to print preview and view the document. Notice that the header and footer appear on the first page only. Close the Preview window.

_{Alternating Headers/Footers}

d Discussion

Documents that are printed on both sides and bound in book form contain facing pages. You can create different header and footer text for odd and even facing pages. For example, you can alternate your page numbers by left aligning the page number for even page footers and right aligning the page number for odd page footers. You can also create odd and even headers and footers that contain different text.

You can use the Show Previous and Show Next buttons on the Header and Footer toolbar to navigate the headers and footers on different pages.

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Click the Page Setup button on the Header and Footer toolbar.

4. Under Headers and Footers, select the Different odd and even option.

5. Select OK.

6. Position the insertion point in the Even Page Header or Odd Page Header area as desired.

7. Enter the desired even page header or odd page header text.

8. Click the Switch Between Header and Footer button on the Header and Footer toolbar.

9. Enter the desired even page footer or odd page footer text.

10. Click the Show Next button on the Header and Footer toolbar to display the next Even Page Footer or Odd Page Footer area.

11. Position the insertion point in the Even Page Footer or Odd Page Footer area as desired.

12. Enter the desired even page footer or odd page footer text.

13. Click the Switch Between Header and Footer button on the Header and Footer toolbar.

14. Position the insertion point in the Even Page Header or Odd Page Header area as desired.

15. Enter the desired even page header or odd page header text.

16. Close the Header and Footer toolbar.

f Step-by-Step

Alternate odd and even headers and footers.

Position the insertion point at the top of page 2.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header and Footer* toolbar appears and the insertion point is positioned in the Header area.*	Click Header and Footer
3. Click the Page Setup button on the Header and Footer toolbar. The Page Setup dialog box opens.	Click
4. Under Headers and Footers, select the Different odd and even option. The option is selected.	Click Different odd and even
5. Select OK. The Page Setup dialog box closes and the Even Page Header or Odd Page Header area appears.	Click OK
6. Position the insertion point in the Even Page Header or Odd Page Header area as desired. The insertion point moves to the new location.	Press [Tab]
7. Enter the desired even page header or odd page header text. The text appears in the header.	Type *Worldwide Sporting Goods*
8. Click the Switch Between Header and Footer button on the Header and Footer toolbar. The Even Page Footer or Odd Page Footer area appears.	Click
9. Enter the desired even page footer or odd page footer text. The text appears in the footer.	Enter the information shown below
10. Click the Show Next button on the Header and Footer toolbar to display the next Even Page Footer or Odd Page Footer area. The Even Page Footer or Odd Page Footer area appears.	Click
11. Position the insertion point in the Even Page Footer or Odd Page Footer area as desired. The insertion point moves to the new location.	Press [Tab] twice
12. Enter the desired even page footer or odd page footer text. The text appears in the footer.	Enter the information shown below
13. Click the Switch Between Header and Footer button on the Header and Footer toolbar. The Even Page Header or Odd Page Header area appears.	Click
14. Position the insertion point in the Even Page Header or Odd Page Header area as desired. The insertion point moves to the new location.	Press [Tab]
15. Enter the desired even page header or odd page header text. The text appears in the header.	Type *Fitness Equipment Show*

For the even page footer, type Page, press [Spacebar], and click the Insert Page Number button.

For the odd page footer, type Page, press [Spacebar], and click the Insert Page Number button.

Close the Header and Footer toolbar.

Switch to print preview and view the document. View the document as 1x 2 multiple pages. Display pages 2 and 3. Notice that the page numbers appear to the left on odd-number pages and to the right on even-numbered pages.

Close DIFHEAD.DOC.

_Exercise

_{Working with Headers and Footers}

e Task

Create headers and footers for a document.

1. Open Headerex.

2. Display the Header and Footer toolbar and click the Page Setup button.

3. Select the Different first page option.

4. Create a first page header containing the current date at the left margin.

5. Create a first page footer in the center of the page containing the word Page, a space, and the page number. Create the same footer for subsequent pages.

6. For headers on subsequent pages, type All Products at the right margin.

7. Close the Header and Footer toolbar.

8. Page through the document in Page Layout view. Notice how the page numbers in the footers and the text in the headers change for each page.

9. Close the document without saving it.

_{Lesson
15 -

Using Section Breaks}

_{In this lesson, you will
learn how to:}

· Work with section breaks

· Insert a Next page break

· Format a section

· Insert a Continuous break

· Insert an Odd/Even break

· Remove a section break

· Insert breaks automatically

· Modify a section break

_{Working with Section Breaks}

d Discussion

A section is a portion of a document that can include one paragraph or the entire document.

Usually, you create a section in order to format it differently from the rest of the document. If you want to change the margins, page layout, page orientation, column formats, page numbering, or headers and footers within a document, you can create a new section.

A section break appears as a double dotted line in the document and is identified by the words Section Break and the type of break.

_{Inserting a Next Page Break}

d Discussion

To create a section on a new page, you can use a Next page section break. For instance, you may need to print one page of a document in landscape orientation and the rest of the document in portrait orientation. To perform this task, you can create two Next page sections in the document and adjust the page layouts for each section as desired.

Inserting a Next page break

C Procedures

1. Position the insertion point where you want to create a new section.

2. Select the Insert menu.

3. Select the Break command.

4. Under Section breaks, select the Next page option.

5. Select OK.

f Step-by-Step

From the Student Data directory, open AWARD1.DOC.

Insert a Next page section break.

*Steps*	*Practice Data*
1. Position the insertion point where you want to create a new section. The insertion point moves to the new location.	Scroll as necessary and click to the left of the text Directions and Information
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Break command. The Break dialog box opens.	Click Break...
4. Under Section breaks, select the Next page option. The option button is selected.	Click Next page
5. Select OK. The Break dialog box closes and a Next Page* section break appears at the insertion point.*	Click OK

_{Formatting a Section}

d Discussion

After you have created a new section, you can set different margins, page layouts, page orientations, column formats, page numbering, headers, and footers for each section in the document.

Section formatting is stored in the Section Break mark found at the end of each section.

Formatting a section


o	Many of the dialog boxes used to set page formats contain an Apply to list from which you can choose how to apply the page format. The choices can include Whole Document, Selected text, This section, or This point forward.


x	Before you can apply any page formatting, the insertion point must be positioned in the section you want to format.

C Procedures

1. Position the insertion point in the section you want to format.

2. Select the File menu.

3. Select the Page Setup command.

4. Select the desired tab.

5. Select the applicable list of options, if necessary.

6. Select the desired option.

7. Select the Apply to list.

8. Select the desired option.

9. Select OK.

f Step-by-Step

Format a particular section.

*Steps*	*Practice Data*
1. Position the insertion point in the section you want to format. The insertion point moves to the new location.	Press [Ctrl+Home]
2. Select the File menu. The File* menu appears.*	Click File
3. Select the Page Setup command. The Page Setup dialog box opens.	Click Page Setup...
4. Select the desired tab. The desired page appears.	Click the Layout tab
5. Select the applicable list of options, if necessary. A list of options appears.	Click Vertical alignment
6. Select the desired option. The option is selected.	Click Center
7. Select the Apply to list. A list of options appears.	Click Apply to
8. Select the desired option. The option is selected.	Click This section, if necessary
9. Select OK. The Page Setup dialog box closes and the section is formatted according to the options selected.	Click OK

Preview the document. Notice the different page formatting in each section. Then, close the Preview window.

Close AWARD1.DOC.

_{Inserting a Continuous Break}

d Discussion

To create a new section on the same page as the previous section, you must insert a Continuous section break. For instance, you might insert a Continuous section break to add newspaper style columns to one part of a page.

C Procedures

1. Position the insertion point where you want to begin the new section.

2. Select the Insert menu.

3. Select the Break command.

4. Under Section breaks, select the Continuous option.

5. Select OK.

f Step-by-Step

From the Student Data directory, open EQUIP1.DOC.

Insert a Continuous section break to create a new section on the same page.

Display the nonprinting characters. Switch to print preview and view the document. Notice that the table is truncated at the right margin. Close the Preview window.

*Steps*	*Practice Data*
1. Position the insertion point where you want to begin the new section. The insertion point moves to the new location.	Click in the blank line above the table
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Break command. The Break dialog box opens.	Click Break...
4. Under Section breaks, select the Continuous option. The option is selected.	Click Continuous
5. Select OK. The Break dialog box closes and a Continuous* section break appears at the insertion point.*	Click OK

Position the insertion point in the section containing the table (but not in the table itself) and change the left margin of the section to .5 inch. Switch to print preview and view the document. Notice that the left margin of the section containing the table is different than the rest of the document. Close the Preview window.

Add another Continuous section break in the blank line between the table and the last paragraph of the document. Change the left margin of the last paragraph to 1.25 inch. Switch to print preview and view the document. Notice the different margins in each section of the document. Close the Preview window.

_{Inserting an Odd/Even Break}

d Discussion

You can use an Even page section break to begin a new section on the next even-numbered page and an Odd page section break to begin a new section on the next odd-numbered page. For instance, you might want to begin the first page of each chapter on the next odd-numbered page.

If necessary, Word prints a blank page to force the section to the next even-numbered or odd-numbered page.

C Procedures

1. Position the insertion point where you want to insert a new section.

2. Select the Insert menu.

3. Select the Break command.

4. Under Section breaks, select the Odd page or Even page option.

5. Select OK.

f Step-by-Step

Insert an Odd page or Even page section break to begin a new section.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert a new section. The insertion point moves to the new location.	Press [Ctrl+End]
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Break command. The Break dialog box opens.	Click Break...
4. Under Section breaks, select the Odd page or Even page option. The appropriate option is selected.	Click Odd page
5. Select OK. The Break dialog box closes and an Odd page* or Even page section break appears at the insertion point.*	Click OK

Notice that the status bar reflects an odd page number.

Switch to print preview and view the document. Notice that Word has inserted a blank page 2 in order to start the next section on an odd-numbered page. Close the Preview window.

_{Removing a Section Break}

d Discussion

When you remove a section break, you also remove the formatting associated with that section. The Section Break mark stores the formatting for the section above it, just as the paragraph mark stores the formatting of the paragraph preceding it.

When you remove a section break, the text above the deleted section break assumes the section formatting of the text below the deleted section break.

C Procedures

1. Select the Section Break mark for the section break you want to remove.

2. Press [Delete].

f Step-by-Step

Remove a section break.

If necessary, switch to normal view.

*Steps*	*Practice Data*
1. Select the Section Break mark for the section break you want to remove. The Section Break mark is selected.	Scroll as necessary and click the Section Break mark below the paragraph beginning The hours for the Equipment Showcase...
2. Press [Delete]. The section break is removed.	Press [Delete]

Switch to print preview and view the document to see the results of the removal of the section break. Close the Preview window.

Close EQUIP1.DOC.

_{Inserting Breaks Automatically}

d Discussion

You can allow Word to automatically insert section breaks when you want to format only a portion of existing document text. If you select text and then perform a command that can only be applied to a section, Word inserts the necessary section breaks and applies the command to the selected text unless you specify otherwise.

At certain times Word will also automatically insert a section break into a document. For instance, Word inserts a section break each time you create a table of contents.

C Procedures

1. Select the text you want to format.

2. Select the File menu.

3. Select the Page Setup command.

4. Select the desired tab.

5. Select the desired options.

6. Select the Apply to list.

7. Select Selected text.

8. Select OK.

f Step-by-Step

From the Student Data directory, open EQUIP2.DOC.

Insert automatic section breaks.

Preview the document, then close the Preview window.

*Steps*	*Practice Data*
1. Drag to select the text you want to format. The text is highlighted as you drag.	Drag to select the entire table
2. Release the mouse button. The text is selected.	Release the mouse button
3. Select the File menu. The File* menu appears.*	Click File
4. Select the Page Setup command. The Page Setup dialog box opens.	Click Page Setup...
5. Select the desired tab. The Margins* page appears.*	Click the Margins tab
6. Select the desired options. The options are selected.	Click Left to 0.5
7. Select the Apply to list. A list of options appears.	Click Apply to
8. Select Selected text. The option is selected.	Click Selected text
9. Select OK. The Page Setup dialog box closes and Word automatically inserts section breaks above and below the selected text.	Click OK

Switch to print preview and view the document to see the results of the inserted section break. Then, close the Preview window.

_{Modifying a Section Break}

d Discussion

The Section Break mark contains the section formatting for the previous section. To change the placement, layout, orientation, or margins of a section, you can open the Page Setup dialog box using the Section Break mark.

The placement of a section refers to where the section begins; on the next page, the next odd page, the next even page, or the same page (continuous).

C Procedures

1. Double-click the Section Break mark.

2. Select the Layout tab.

3. Select the Section start list.

4. Select the desired option.

5. Select OK.

f Step-by-Step

Modify a section break.

*Steps*	*Practice Data*
1. Double-click the Section Break mark. The Page Setup dialog box opens.	Double-click the Section Break mark below the table
2. Select the Layout tab. The Layout* page appears.*	Click the Layout tab
3. Select the Section start list. A list of options appears.	Click Section start
4. Select the desired option. The option is selected.	Click New page
5. Select OK. The Page Setup dialog box closes and the section break is modified according to the options selected.	Click OK

Switch to print preview and view the document to see the modified sections. Then, close the Preview window.

To force the last paragraph to appear on the same page as the table, position the insertion point in the last paragraph and change the section type to Continuous. Switch to print preview and view the document to see the modified sections. Then, close the Preview window.

Close EQUIP2.DOC.

_Exercise

_{Using Section Breaks}

e Task

Use a section break to modify the page format of a document.

1. Open serstbl.

2. Create a section break to place the table title, the table, and the graph on a separate, odd-numbered page of the document.

3. Change the orientation of the page containing the table to landscape.

4. Switch to print preview and view the document to see the sections.

5. Close the document without saving it.

_{Lesson
16 -

Using Online Help}

_{In this lesson, you will
learn how to:}

· Use online Help

· View ScreenTips

· Use Help Contents

· Use the Help Index

· Use Help Find

_{Using Online Help}

d Discussion

If you need assistance on any Word topic or task, you can use the extensive Word Help facility. There are several ways in which you can get help, all of which are available on the Help menu. One way is using the Microsoft Word Help command, which launches the Office Assistant. You can also use the Contents and Index command, which allows you to scroll through a table of contents, browse an alphabetical index of help topics, or search for a specific word or phrase.

The What’s This? command can be used to display a ScreenTip. The WordPerfect Help command provides Word equivalents for WordPerfect for DOS commands and key combinations.

If you have World Wide Web access, on the Internet, you can use the Microsoft on the Web submenu to connect to web sites directly from Word. You can download free programs, access on-line support, and get the latest Microsoft product information from a web site ¾ all without leaving Word.

You can use the About Microsoft Word command to view copyright and licensing information about the program. The About Microsoft Word window contains a System Info button that displays information about your computer and a Tech Support button that provides help on getting product support.

_{Viewing ScreenTips}

d Discussion

If you are unsure of the name and function of a menu command or any other item in a window, you can use a ScreenTip to view either the item name or a description of the item. You can access ScreenTips by selecting the What’s This? command from the Help menu.

ScreenTips for toolbars are activated by default, as long as you have enabled the option in the Customize dialog box. To view a ScreenTip for a toolbar button, you point to the desired toolbar button and the button name appears.

If you activate ScreenTips and click on text in the document, ScreenTips details the formatting that has been applied to the current paragraph.

When ScreenTips are activated, the mouse pointer appears with a question mark.

Viewing a ScreenTip


o	The ScreenTips for toolbars feature also applies to the horizontal ruler.

o	You can also access ScreenTips by pressing [Shift+F1] and then pointing to the item for which you want a ScreenTip.

C Procedures

1. Select the Help menu.

2. Select the What’s This? command.

3. Point to the button or item with which you want help.

4. Click the mouse button on the item with which you want help.

f Step-by-Step

View a ScreenTip for a toolbar button.

Create a new, blank document, if necessary.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the What’s This? command. The ScreenTips are activated.	Click What’s This?
3. Point to the button or item with which you want help. The name of the button or item appears in a ScreenTip.	Point to
4. Click the mouse button or item with which you want help. The description of the button or item appears in the ScreenTip.	Click the mouse button

Click anywhere in the document window to hide the ScreenTip.

_{Using Help Contents}

d Discussion

The Help Topics: Microsoft Word dialog box, accessible from the Contents and Index command on the Help menu, provides three tabs: Contents, Index, and Find.

The Contents page displays a list of general help topics. From this list, you can select a help topic for a particular group of features or functions. This page is structured like a standard table of contents. The table is expandable; when you double-click a topic, related subtopics appear. When you display the help topic you want to view, it appears in a help window.

Using Help Contents

C Procedures

1. Select the Help menu.

2. Select the Contents and Index command.

3. Select the Contents tab.

4. Select the desired topic.

5. Select the desired subtopic.

6. Select Display.

f Step-by-Step

Use Help Contents to display information on a specific help topic.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the Contents and Index command. The Help Topics: Microsoft Word dialog box opens.	Click Contents and Index
3. Select the Contents tab. The Contents* page appears.*	Click the Contents tab, if necessary
4. Select the desired topic. The selected topic expands and a list of subtopics appears.	Double-click Getting Help
5. Select the desired subtopic. The subtopic is selected.	Click Print a Help topic
6. Select Display. The pertinent help window opens.	Click Display

Click the Close button to close the help window.

_{Using the Help Index}

d Discussion

The Word Help system includes an alphabetical index of available help topics on the Index page of the Help Topics: Microsoft Word dialog box. You can search for a specific help topic or subtopic and display the appropriate help window.

Using the Help Index

C Procedures

1. Select the Help menu.

2. Select the Contents and Index command.

3. Select the Index tab.

4. Type the topic for which you want to search.

5. Select the desired subtopic.

6. Select Display.

f Step-by-Step

Use the Help Index to display information on a help topic.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the Contents and Index command. The Help Topics: Microsoft Word dialog box opens.	Click Contents and Index
3. Select the Index tab. The Index* page appears.*	Click the Index tab
4. Type the topic for which you want to search. The closest alphabetical entry appears.	Type *spell checking*
5. Select the desired subtopic. The desired subtopic is selected.	Click automatically using Automatic Spell Checking
6. Select Display. The pertinent help window opens.	Click Display

Click the Close button to close the help window.

_{Using Help Find}

d Discussion

You can use the Find page of the Help Topics: Microsoft Word dialog box to quickly locate help topics using one or more keywords. The Find page allows you to search for specific words or phrases contained in the help topics, as opposed to searching the Index, which is a list of topic names.

When Word has completed the search, the total number of topics found appears in the lower left corner of the Help Topics: Microsoft Word dialog box.

Using Help Find


o	The first time you select the Find tab, the Find Setup Wizard dialog box opens and prompts you to build the word list. To perform this task, select the Minimize database size (recommended) option, if necessary, and then select Next. Select Finish to begin building the word list.

C Procedures

1. Select the Help menu.

2. Select the Contents and Index command.

3. Select the Find tab.

4. Type the word or phrase for which you want to search.

5. Select the desired word from the 2 Select some matching words to narrow your search list box.

6. Select the desired help topic in the 3 Click a topic, then click Display list box.

7. Select Display.

f Step-by-Step

Use Help Find to search for and display information on a help topic.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the Contents and Index command. The Help Topics: Microsoft Word dialog box opens.	Click Contents and Index
3. Select the Find tab. The Find* page appears.*	Click the Find tab
4. Type the word or phrase for which you want to search. Variations of the keyword(s) appear in the 2 Select some matching words to narrow your search list box.	Type *page break*
5. Select the desired word from the 2 Select some matching words to narrow your search list box. A list of help topics containing the keyword(s) appears.	Click …break
6. Select the desired help topic in the 3 Click a topic, then click Display list box. The help topic is selected.	Scroll as necessary and click Insert a manual page break
7. Select Display. The pertinent help window opens.	Click Display

Click the Close button to close the help window.

_Exercise

_{Using Help}

e Task

Use the Help menu commands to find and display information.

1. Point to any toolbar button and view the button name in a ScreenTip.

2 Using Help Contents, display help information about readability statistics (under the Checking Spelling and Grammar topic).

3. Close the help window.

4. Using the Help Index, get help information about the Normal template.

5. Close the help window.

6. Using Help Find, use the keywords, page number, to get help information on how to add page numbers to headers.

7. Close the help window.

_{Lesson
17 -

Inserting Dates and Symbols}

_{In this lesson, you will
learn how to:}

· Insert the date and time

· Insert symbols

· Insert special characters

· Assign a shortcut key

· Remove a shortcut key

_{Inserting the Date and Time}

d Discussion

Word can automatically insert the current date and/or time into a document. For example, you might want to use this feature if you are creating a legal document where the creation date and time are crucial and need to be seen when the document is opened or printed. The date and time are entered using the Date and Time dialog box.

The Date and Time dialog box contains several date and time formats in various combinations from which you can choose. If there is one date and/or time format that you prefer to use exclusively, you can set that as the default.

You can choose to have the current date or time appear in a printed document by selecting the Update automatically option in the Date and Time dialog box. Word then inserts a date field that automatically displays the current date each time you open or print the document. If the Update automatically option is not selected, the document always prints with the date or time that was inserted when the document was created.

The Date and Time dialog box


o	You can view any field in a document by positioning the insertion point anywhere in the field and pressing [Shift+F9].

C Procedures

1. Position the insertion point where you want to place the date and/or time.

2. Select the Insert menu.

3. Select the Date and Time command.

4. Under Available formats, select the desired date and/or time format.

5. Select the Update automatically option, if desired.

6. Select OK.

f Step-by-Step

From the Student Data directory, open DATE.DOC.

Insert the current date and time into a document.

*Steps*	*Practice Data*
1. Position the insertion point where you want to place the date and time. The insertion point moves to the new location.	Position the insertion point on the third blank line below the address for Worldwide Sporting Goods
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Date and Time command. The Date and Time dialog box opens.	Click Date and Time...
4. Under Available formats, select the desired date and/or time format. The format is selected.	Click the third Month Day, Year format from the top
5. Select OK. The Date and Time dialog box closes and the current date and/or time appears in the document.	Click OK

_{Inserting Symbols}

d Discussion

Word provides many symbols for use in documents. These symbols are associated with individual character sets. Available character sets are listed in the Font list in the Symbol dialog box.

The most commonly used character sets are the (normal text), Symbol, or Wingdings sets. The (normal text) character set includes characters such as a single quotation ( ' ) and the paragraph symbol ( ¶ ). This font set also includes special and foreign-language characters, such as umlauts (ä) and tildes (ñ).

The Symbol character set offers characters such as the copyright (©) and spade (ª) symbols. The Wingdings character set contains many decorative and fun characters, such as bullets, stars, and pointing fingers. For example, you can use a Wingdings character, such as a bullet, to precede each item in a list.

Inserting symbols


o	When you select a symbol in the Symbol dialog box, the shortcut key, if one is available, appears in the lower right corner.

C Procedures

1. Position the insertion point where you want the symbol to appear.

2. Select the Insert menu.

3. Select the Symbol command.

4. Select the Symbols tab.

5. Select the Font list.

6. Select a character set.

7. Select the desired symbol.

8. Select Insert.

9. When you have finished inserting symbols, select Close.

f Step-by-Step

Insert a symbol into a document.

*Steps*	*Practice Data*
1. Position the insertion point where you want the symbol to appear. The insertion point moves to the new location.	Click after the last s in Worldwide Sporting Goods at the top of the page
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Symbol command. The Symbol dialog box opens.	Click Symbol...
4. Select the Symbols tab. The Symbols* page appears.*	Click the Symbols tab, if necessary
5. Select the Font list. A list of character sets appears.	Click Font
6. Select a character set. The selected character set appears in the Font* text box.*	Click (normal text), if necessary
7. Select the desired symbol. The symbol is magnified.	Click ® (fifth column from the right, fourth row)
8. Select Insert. The symbol is inserted into the document at the insertion point.	Click Insert
9. When you have finished inserting symbols, select Close. The Symbol dialog box closes and the symbol appears in the document.	Click Close

_{Inserting Special Characters}

d Discussion

There may be times when you want to use special characters in a document. For example, you might want to insert nonbreaking hyphens, which prevent a hyphenated word (such as open‑ended) from being divided onto two lines, or you might want to insert nonbreaking spaces, which prevent two words from being separated at the end of a line. Special characters are inserted using the Special Characters page of the Symbol dialog box.

Word contains several other special characters including the copyright (©), registered (®), and trademark ( ™ ) characters. For example, you may need to use the copyright character when you are using a line of copyright material in a short story you have written. A registered or trademark character would be appropriate when you are mentioning product names in a document.

Many special characters have keyboard shortcuts that can be used to insert the character quickly. In these instances, using a keyboard combination allows you to insert a character without opening the Symbol dialog box. For example, you can insert a trademark character (™) using the Symbol dialog box or by pressing [Alt+Ctrl+T]. You can also assign or remove shortcut keys for other characters.

Inserting special characters

C Procedures

1. Position the insertion point where you want the special character to appear.

2. Select the Insert menu.

3. Select the Symbol command.

4. Select the Special Characters tab.

5. Under Character, select the desired special character.

6. Select Insert.

7. When you have finished inserting special characters, select Close.

f Step-by-Step

Insert a special character.

*Steps*	*Practice Data*
1. Position the insertion point where you want the special character to appear. The insertion point moves to the new location.	Scroll as necessary and click between the period and the C in the text Mr.Campanellas in the last paragraph of the body of the letter
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Symbol command. The Symbol dialog box opens.	Click Symbol...
4. Select the Special Characters tab. The Special Characters* page appears.*	Click the Special Characters tab
5. Under Character, select the desired special character. The special character is selected.	Click Nonbreaking Space
6. Select Insert. The selected character is inserted into the document at the insertion point.	Click Insert
7. When you have finished inserting special characters, select Close. The Symbol dialog box closes and the special character is inserted in the document.	Click Close

Type the word credit and a space before the word limit in the second sentence of the last paragraph. Notice that Mr. Campanellas stays together because the space inserted between Mr. and Campanellas is a nonbreaking space.

_{Assigning a Shortcut Key}

d Discussion

Many special characters have shortcut keys assigned to them. Using a shortcut key allows you to insert a special character into a document with a key combination rather than opening the Symbol dialog box and selecting the character. You can also change or even remove the key combination, if desired.

If you frequently use a special character that does not have a predefined shortcut key, you can assign a key combination to it. The assigned key combination will then work in all documents.

Assigning a shortcut key

C Procedures

1. Select the Insert menu.

2. Select the Symbol command.

3. Select the Symbols tab.

4. Select the Font list.

5. Select a character set.

6. Select the desired symbol or special character.

7. Select Shortcut Key.

8. Press the desired key combination for the special character or symbol.

9. Select Assign.

10. Select Close.

11. Select Close.

f Step-by-Step

Assign a shortcut key to a special character.

*Steps*	*Practice Data*
1. Select the Insert menu. The Insert* menu appears.*	Click Insert
2. Select the Symbol command. The Symbol dialog box opens.	Click Symbol...
3. Select the Symbols tab. The Symbols* page appears.*	Click the Symbols tab, if necessary
4. Select the Font list. A list of character sets appears.	Click Font
5. Select a character set. The character set is selected.	Click (normal text), if necessary
6. Select the desired symbol or special character. The symbol or special character is magnified.	Click ± (second column from the right, fourth row)
7. Select Shortcut Key. The Customize Keyboard dialog box opens.	Click Shortcut Key...
8. Press the desired key combination for the special character or symbol. The selected key combination appears in the Press new shortcut key* box.*	Press [Alt+Ctrl+H]
9. Select Assign. The specified key combination is assigned to the selected character and appears in the Current keys* list.*	Click Assign
10. Select Close. The Customize Keyboard dialog box closes.	Click Close
11. Select Close. The Symbol dialog box closes and the shortcut key is assigned to the special character.	Click Close

Insert a space after the words credit limit in the second sentence of the last paragraph. Press [Alt+Ctrl+H] to insert the ± symbol using the shortcut key and then type $500.

_{Removing a Shortcut Key}

d Discussion

You can remove any shortcut keys you have created as well as those set by default in Word. If you prefer to use an existing key combination to accomplish another task, you can remove the current key combination from the existing task and apply it to the new task.

You remove shortcut keys using the Customize Keyboard dialog box.

C Procedures

1. Select the Insert menu.

2. Select the Symbol command.

3. Select the Symbols tab.

4. Select the Font list.

5. Select a character set.

6. Select the desired symbol or special character.

7. Select Shortcut Key.

8. Under Current keys, select the key combination you want to remove.

9. Select Remove.

10. Select Close.

11. Select Close.

f Step-by-Step

Remove a shortcut key.

*Steps*	*Practice Data*
1. Select the Insert menu. The Insert* menu appears.*	Click Insert
2. Select the Symbol command. The Symbol dialog box opens.	Click Symbol...
3. Select the Symbols tab. The Symbols* page appears.*	Click the Symbols tab, if necessary
4. Select the Font list. A list of character sets appears.	Click Font
5. Select a character set. The character set is selected.	Click (normal text), if necessary
6. Select the desired symbol or special character. The symbol or special character is magnified.	Click ± (second column from the right, fourth row)
7. Select Shortcut Key. The Customize Keyboard dialog box opens.	Click Shortcut Key...
8. Under Current keys, select the key combination you want to remove. The key combination is selected.	Click [Alt+Ctrl+H] in the Current keys list
9. Select Remove. The specified key combination is removed from the symbol or selected character and disappears from the Current keys* list.*	Click Remove
10. Select Close. The Customize Keyboard dialog box closes.	Click Close
11. Select Close. The Symbol dialog box closes.	Click Close

Press [Alt+Ctrl+H] to verify that it no longer inserts the ± symbol.

Close DATE.DOC.

_Exercise

_{Inserting Dates and Symbols}

e Task

Insert the current date and a symbol in a document. Create and remove a shortcut key assignment.

1. Open Symbol.

2. Insert the current date in the second format (Day, Date, Year) at the top of the document.

3. Insert the checkmark symbol (fourth column from the right, bottom row) from the Wingdings character set in front of the text special offers.

4. Create a shortcut key for the checkmark symbol using the key combination [Alt+C].

5. Using the shortcut key, insert a checkmark before each of the following text lines: discounts, free samples, and promotional items.

6. Remove the shortcut key assignment.

7. Close the document without saving it.

_{Lesson
18 -

Using AutoFormat}

_{In this lesson, you will
learn how to:}

· Set AutoFormat options

· Use AutoFormat

· Use AutoFormat while typing

· Review AutoFormat changes

· Change templates

_{Setting AutoFormat Options}

d Discussion

When you are not sure how you want a document to appear, you can use AutoFormat to assist you in selecting the appropriate look. AutoFormat analyzes each paragraph of a document and then applies the appropriate formatting. For example, if AutoFormat detects a heading, it automatically applies a heading style. If AutoFormat sees a numbered or bulleted list, it will format the list accordingly. If you have any Internet or e-mail addresses in your document, AutoFormat automatically formats them as hyperlinks.

You can determine the extent of the formatting by enabling or disabling particular options on the AutoFormat page of the AutoCorrect dialog box. All options are enabled by default. The AutoFormat page of the AutoCorrect dialog box is divided into four sections: Apply, Replace, Preserve, and Always AutoFormat.

Options that can be enabled or disabled in the Apply section include applying automatic formatting to headings, lists, automatic bulleted lists, and other paragraphs. In the Replace section, some options available include replacing straight quotes (") with smart quotes (“,”), ordinals (1st, 2nd, 3rd, etc.) with superscripts (1^st, 2^nd, 3^rd, etc.), and typed fractions (1/4) with a fraction character (¼) for any fraction available in the current character set.

You can select the Styles option in the Preserve section to retain styles you previously applied to the document. Selecting the Plain text WordMail documents option in the Always AutoFormat section automatically formats plain text WordMail messages when you open them. This option affects WordMail messages only.

Setting AutoFormat options

C Procedures

1. Select the Format menu.

2. Select the AutoFormat command.

3. Select the AutoFormat now option.

4. Select Options.

5. Select or deselect options as desired.

6. Select OK.

7. Select Close.

f Step-by-Step

From the Student Data directory, open TERMFORM.DOC.

Set AutoFormat options.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the AutoFormat command. The AutoFormat dialog box opens.	Click AutoFormat...
3. Select the AutoFormat now option. The AutoFormat now* option is selected.*	Click AutoFormat now, if necessary
4. Select Options. The AutoCorrect dialog box opens.	Click Options...
5. Select or deselect options as desired. The options are selected or deselected as appropriate.	Click Fractions (1/2) with fraction character (½) to deselect it
6. Select OK. The AutoCorrect dialog box closes.	Click OK
7. Select Close. The AutoFormat dialog box closes and the options are enabled or disabled accordingly.	Click Close

_{Using AutoFormat}

d Discussion

Once you have enabled the desired AutoFormat options, Word can format an existing document automatically. However, there are options you can select before Word automatically formats the document. These options and the automatic formatting are available in the AutoFormat dialog box.

When you format a document automatically, AutoFormat makes changes to it. If you want to accept these changes without reviewing each one, you can select the AutoFormat now option in the AutoFormat dialog box, which is the default option. If you want to accept or reject each change individually, you can select the AutoFormat and review each change option.

In order to automatically format a document properly, you must select a document type in the AutoFormat dialog box. Document types from which you can choose include General document (the default), Letter, and Email. If your document does not exactly match one of these types, you can select the type that is closest to it.

The AutoFormat dialog box


o	If you are not satisfied with a document formatted automatically, you can use the Undo feature to remove the formatting.

C Procedures

1. Select the Format menu.

2. Select the AutoFormat command.

3. Select the desired AutoFormat option.

4. Select the Please select a document type to help improve the formatting process list.

5. Select the appropriate document type.

6. Select OK.

f Step-by-Step

Use AutoFormat to format a document automatically.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the AutoFormat command. The AutoFormat dialog box opens.	Click AutoFormat...
3. Select the desired AutoFormat option. The desired option is selected.	Click AutoFormat now, if necessary
4. Select the Please select a document type to help improve the formatting process list. A list of document types appears.	Click Please select a document type to help improve the formatting process
5. Select the appropriate document type. The appropriate document type is selected.	Click General document, if necessary
6. Select OK. The Auto Format dialog box closes and the document is automatically formatted.	Click OK

Notice that the 1/2 text in the paragraph beginning Minimum Order is not in fraction character format.

Click the Options button in the AutoFormat dialog box to open the AutoCorrect dialog box and display the AutoFormat page. Select the Fractions (1/2) with fraction character (½ ) option. Close the AutoCorrect dialog box.

Automatically format the document again. Notice that the 1/2 text now appears as a fraction character.

Close TERMFORM.DOC.

_{Using AutoFormat while Typing}

d Discussion

You can use AutoFormat to assist you in formatting a document as you type (such as a letter or a report) when you are not sure how you want it to appear. AutoFormat analyzes your text as you type and then applies the appropriate formatting. For example, if AutoFormat detects a heading, it automatically applies a heading style or if it detects a table, it applies a table format. If you have any Internet and e-mail addresses in a document, AutoFormat automatically formats them as hyperlinks you can click to access.

In the Automatically as you type section on the AutoFormat As You Type page of the AutoCorrect dialog box, you can select the Format beginning of list item like the one before it option and the Define styles based on your formatting option.


o	To disable automatic formatting as you type, display the AutoFormat As You Type page of the AutoCorrect dialog box and clear all selections.

C Procedures

1. Type the text using the appropriate AutoFormat options.

2. Press [Enter].

3. Type additional text as desired.

4. Press [Enter], if desired.

f Step-by-Step

Use AutoFormat to automatically format a document as you type.

Create a new, blank document, if necessary.

Type New Tennis Products and press [Enter].

*Steps*	*Practice Data*
1. Type the text using the appropriate AutoFormat options. The text appears in the document.	Type * [Space] Balls
2. Press [Enter]. The insertion point moves to the new location.	Press [Enter]
3. Type additional text as desired. The text appears in the proper format as you type in the document.	Enter the text listed below
4. Press [Enter], if desired. The insertion point moves to the new location.	Press [Enter] twice

Type Racquets

Press [Enter]

Type Nets

Press [Enter]

Type Clothing

Close the document without saving it.

_{Reviewing AutoFormat Changes}

d Discussion

When you choose to use AutoFormat with an open document, Word automatically makes changes to the document. However, there may be times when you want to reject some of the changes AutoFormat makes. You can reject changes using the Review Changes button in the AutoFormat dialog box.

When you select the Review Changes button, you can cycle through the document and accept or reject any changes as desired. You can also choose to accept or reject all changes without viewing them.

Reviewing AutoFormat changes


o	You can display the document as it would appear if you accepted all the AutoFormat changes by selecting the Hide Marks button in the Review AutoFormat Changes dialog box. Once the Hide Marks button is selected, it changes into the Show Marks button until it is selected again.

C Procedures

1. Select the Format menu.

2. Select the AutoFormat command.

3. Select the AutoFormat and review each change option.

4. Select the Please select a document type to help improve the formatting process list.

5. Select the appropriate document type.

6. Select OK.

7. Select Review Changes.

8. Select Find to move to the first proposed change.

9. Accept the first proposed change by selecting Find or reject the change by selecting Reject as desired.

10. Accept or reject each proposed change in the remainder of the document.

11. Select Cancel.

12. Select Cancel.

13. Select Accept All.

f Step-by-Step

From the Student Data directory, open WORLDFRM.DOC.

Review AutoFormat changes.

Position the insertion point at the beginning of the document, if necessary.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the AutoFormat command. The AutoFormat dialog box opens.	Click AutoFormat...
3. Select the AutoFormat and review each change option. The option is selected.	Click AutoFormat and review each change
4. Select the Please select a document type to help improve the formatting process list. A list of document types appears.	Click Please select a document type to help improve the formatting process
5. Select the appropriate document type. The appropriate document type is selected.	Click Letter
6. Select OK. The AutoFormat dialog box closes, the document appears with the suggested formats, and the AutoFormat dialog box opens.	Click OK
7. Select Review Changes. The Review AutoFormat Changes dialog box opens.	Click Review Changes...
8. Select Find to move to the first proposed change. The first proposed change is highlighted and described in the Changes* area.*	Click Find
9. Accept the first proposed change by selecting Find or reject the change by selecting Reject as desired. The proposed change is accepted or rejected and the next proposed change is highlighted.	Click Find
10. Accept or reject each proposed change in the remainder of the document. The proposed changes are accepted or rejected as appropriate and a message box opens when Word has reached the end of the document, asking if you want to continue searching at the beginning of the document.	Accept or reject the changes as shown below
11. Select Cancel. The message box closes.	Click Cancel
12. Select Cancel. The Review AutoFormat Changes dialog box closes and the AutoFormat dialog box opens.	Click Cancel
13. Select Accept All. The AutoFormat dialog box closes and all approved changes are made to the document.	Click Accept All

Accept or reject the changes shown as indicated in the following table:

Proposed Change	Action
Equipment Showcase	Accept
To our valued customers:	Accept
Paragraph symbol	Reject

Accept all other suggested changes.

Close WORLDFRM.DOC.

_{Changing Templates}

d Discussion

AutoFormat applies styles defined in the current template to the document. However, Word has a gallery of styles available that are associated with other templates. Styles defined in another template may be better suited for the document you are automatically formatting. You can choose an alternative template and preview how the styles associated with the selected template would affect the format.

The Style Gallery dialog box

C Procedures

1. Select the Format menu.

2. Select the AutoFormat command.

3. Select the AutoFormat and review each change option.

4. Select the Please select a document type to help improve the formatting process list.

5. Select the appropriate document type.

6. Select OK.

7. Select Style Gallery.

8. Under Preview, select the desired option.

9. Under Template, select the desired template.

10. Select OK.

11. Select Accept All.

f Step-by-Step

From the Student Data directory, open TERMTEMP.DOC.

Change templates and automatically format a document.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the AutoFormat command. The AutoFormat dialog box opens.	Click AutoFormat...
3. Select the AutoFormat and review each change option. The option is selected.	Click AutoFormat and review each change, if necessary
4. Select the Please select a document type to help improve the formatting process list. A list of document types appears.	Click Please select a document type to help improve the formatting process
5. Select the appropriate document type. The appropriate document type is selected.	Click General document, if necessary
6. Select OK. The AutoFormat dialog box closes, the document appears with the suggested formats, and the AutoFormat dialog box opens.	Click OK
7. Select Style Gallery. The Style Gallery dialog box opens.	Click Style Gallery...
8. Under Preview, select the desired option. The option is selected.	Click Document, if necessary
9. Under Template, select the desired template. A sample of the template appears in the Preview of* box.*	Click Professional Letter
10. Select OK. The Style Gallery dialog box closes and the document is formatted with the new template style.	Click OK
11. Select Accept All. The AutoFormat dialog box closes and the changes are accepted.	Click Accept All

Close TERMTEMP.DOC.

_Exercise

_{Using AutoFormat}

e Task

Use AutoFormat to automatically format a document. Reject and accept suggested changes.

1. Open Autoform.

2. Verify that all the AutoFormat features are enabled.

3. AutoFormat the document. Select the option to review the changes.

4. Review the AutoFormat changes. Accept all changes up to the Heading 1 style. Reject that change and accept all remaining changes.

5. Close the document without saving it.

_{Lesson
19 -

Working with Tables}

_{In this lesson, you will
learn how to:}

· Create a table

· Navigate a table

· Enter text into a table

· Insert a blank line

· Use Table AutoFormat

· Hide and show gridlines

· Use the Draw Table button

· Convert text into a table

_{Creating a Table}

d Discussion

It is often useful to put information in table format in your documents. For example, an employee phone list is often easier to read in a table.

A table is composed of horizontal rows and vertical columns. The intersection of a row and a column is referred to as a cell. Text is entered into a cell and a cell can contain one or more lines of text. You can also vary the amount of text you enter in cells in a table. For example, one cell could have multiple lines of text while another cell can contain one line of text.

There are several ways to create a table. One method is to enter the desired rows and columns in the Insert Table dialog box. You can also use the Insert Table button on the Standard toolbar, although you are limited to a specific number of rows and columns when you use this option. Additional rows and columns can be added later and extra rows and columns can be deleted as necessary.


o	You open the Insert Table dialog box by selecting the Insert Table command from the Table menu. When you create a table in this manner, you enter the number of rows and columns you want. This method allows the table to have a maximum of 32,767 rows and 63 columns.

o	A table created with the Insert Table button or the Insert Table command on the Table menu has default borders around each cell.

C Procedures

1. Click and hold the Insert Table button .

2. Drag to select the desired table size.

3. Release the mouse button.

f Step-by-Step

Create a table.

Create a new, blank document, if necessary.

*Steps*	*Practice Data*
1. Click and hold the Insert Table button. A grid appears under the button.	Click
2. Drag to select the desired table size. The selected number of rows and columns appears at the bottom of the grid.	Drag to select a 3 x 3 Table
3. Release the mouse button. The table is inserted into the document with the specified number of rows and columns.	Release the mouse button

Save the document as table1 to the student data folder.

_{Navigating a Table}

d Discussion

You can navigate a table using the mouse or keyboard. Using the mouse, you can click in the desired cell. Using the keyboard, you can press the [Tab] or arrow keys. If there is text in the next cell and you press the [Tab] key, the text is selected. If there is text in an adjacent cell and you use an arrow key to access it, the text will not be selected.


x	If you press the [Tab] key when the insertion point is in the last cell of the table, Word inserts a new row.

C Procedures

1. Click in the desired cell.

2. Press [Tab] to move to the next cell.

3. Press [Shift+Tab] to move to the previous cell.

4. Press [Down] to go to the cell in the next row.

5. Press [Right] to go to the next cell.

6. Press [Left] to go to the previous cell.

7. Press [Up] to go to the cell in the previous row.

f Step-by-Step

Navigate a table by moving to different cells in the table.

*Steps*	*Practice Data*
1. Click in the desired cell. The insertion point moves to the new location.	Click in the top right cell
2. Continue clicking in cells as desired. The insertion point moves to the new location.	Click in the top left cell
3. Press [Tab] to move to the next cell. The insertion point moves to the next cell and the cell contents are selected, if appropriate.	Press [Tab]
4. Press [Shift+Tab] to move to the previous cell. The insertion point moves to the previous cell and the cell contents are selected, if appropriate.	Press [Shift+Tab]
5. Press [Down] to go to the cell in the next row. The insertion point moves to the cell in the next row.	Press [Down]
6. Press [Right] to go to the next cell. The insertion point moves to the next cell.	Press [Right]
7. Press [Left] to go to the previous cell. The insertion point moves to the previous cell.	Press [Left]
8. Press [Up] to go to the cell in the previous row. The insertion point moves to the cell in the previous row.	Press [Up]

_{Entering Text into a Table}

d Discussion

When you create a table, Word positions the insertion point in the first cell of the table so that you can begin typing text directly into the table.

Text is entered into a cell at the insertion point and is typed into a cell as you would type in a document. When the typed text exceeds the width of the cell, Word automatically wraps the text to the next line of the cell. If you need to create a new paragraph within a cell, you can press the [Enter] key.

C Procedures

1. Position the insertion point in the desired cell.

2. Type the cell contents.

f Step-by-Step

Enter text into a table.

*Steps*	*Practice Data*
1. Position the insertion point in the desired cell. The insertion point moves to the new location.	Click in the top left cell, if necessary
2. Type the cell contents. The text appears in the cell.	Type *Regional Office*

Continue to enter text into the table using the following information. To move from cell to cell, you can either press [Tab] or use the mouse.

Regional Office	Office Manager	Phone Number
Northeast	Stephanie J. Smith	610-555-1234
Southeast	Nathan T. Brown	404-321-8563

_{Inserting a Blank Line}

d Discussion

You can place a title or some other text above a completed table to identify it or its contents by inserting a blank line above the table. Once a blank line is inserted, you can enter text and apply all the text formatting and alignment features you would with regular text.

Inserting a blank line


o	You can also insert a blank line above a table by positioning the insertion point in the first row of the table and selecting the Split Table command from the Table menu.

C Procedures

1. Position the insertion point to the left of the first character in the first cell.

2. Press [Enter].

f Step-by-Step

Insert a blank line above a table in a document.

*Steps*	*Practice Data*
1. Position the insertion point to the left of the first character in the first cell. The insertion point moves to the new location.	Click to the left of Regional Office in the top left cell
2. Press [Enter]. A blank line is inserted above the table.	Press [Enter]

Type the text Regional Office Phone List in the new blank line. Press [Enter]. Bold, center, and italicize the heading text.

_{Using Table AutoFormat}

d Discussion

You can use Table AutoFormat in Word to apply formatting to a table. Table AutoFormat allows you to choose from many types of shading and lines, which makes the table easier to view and adds a more finished, professional look. You can also remove formatting that has been applied to a table. When any changes previously made by Table AutoFormat are removed, the table data and previous table structure reappear. These changes are made in the Table AutoFormat dialog box.

In the Table AutoFormat dialog box, you can select the table elements you want to affect with Table AutoFormat, as well as the parts of a table you want Word to format with the specified formatting.

The Table AutoFormat dialog box


o	You can also open the Table AutoFormat dialog box using the Table AutoFormat button on the Table and Borders toolbar.

o	When you use Table AutoFormat to remove formatting, all formatting is removed, including the original default table borders.

C Procedures

1. Position the insertion point in the table.

2. Select the Table menu.

3. Select the Table AutoFormat command.

4. Select the desired style in the Formats list.

5. Select OK.

f Step-by-Step

Use Table AutoFormat to format a table.

*Steps*	*Practice Data*
1. Position the insertion point in the table. The insertion point moves to the new location.	Click in the table
2. Select the Table menu. The Table* menu appears.*	Click Table
3. Select the Table AutoFormat command. The Table AutoFormat dialog box opens.	Click Table AutoFormat...
4. Select the desired style in the Formats list. A preview of the style appears in the Preview* box.*	Scroll as necessary and click List 7 in the Formats list
5. Select OK. The Table AutoFormat dialog box closes and the selected format is applied to the table.	Click OK

Open the Table AutoFormat dialog box and apply the (none) format to the table. Notice that the formatting is removed from the table.

_{Hiding and Showing Gridlines}

d Discussion

Word displays gridlines in a table, which you can view when any borders are removed. Gridlines are faint, gray lines that border every cell of the table and are useful in seeing how your data will appear in the table. However, you can choose to hide the gridlines if you find them distracting. Even if the gridlines appear in the document, they are not printed with the table.

When the gridlines are displayed, the Hide Gridlines command is available on the Table menu. Conversely, when the gridlines are hidden, the Show Gridlines command appears on the Table menu. However, in Word documents, all tables have a ½-pt black, single, solid line border that prints by default.


o	If the cells have any borders, including the default borders, you will not be able to see the gridlines.

C Procedures

1. Position the insertion point in any cell of the table.

2. Select the Table menu.

3. Select the Hide Gridlines command.

f Step-by-Step

Hide and show the gridlines in a table.

*Steps*	*Practice Data*
1. Position the insertion point in any cell of the table. The insertion point moves to the new location.	Click anywhere in the table, if necessary
2. Select the Table menu. The Table* menu appears.*	Click Table
3. Select the Hide Gridlines command. The gridlines are hidden.	Click Hide Gridlines

Show the gridlines.

Close TABLE1.DOC.

_{Using the Draw Table Button}

d Discussion

You can create a table using the Draw Table button, which is located on the Tables and Borders toolbar. The Draw Table button allows you to draw a table using the mouse as a “pencil.” The Draw Table button can also be used to add cells, columns, or rows to a table in any dimensions you choose.

If you make a mistake while drawing a table, you can use the Eraser button, also located on the Tables and Borders toolbar, to delete any incorrect portion.

Using the Draw Table button


o	When you click in a table in Page Layout view, the horizontal and vertical rulers display the outer table margins.

C Procedures

1. Click the Tables and Borders button .

2. Select OK.

3. Drag the pencil in the document window as desired.

4. Release the mouse button.

f Step-by-Step

Use the Draw Table button on the Tables and Borders toolbar to create a table.

Create a new, blank document, if necessary.

*Steps*	*Practice Data*
1. Click the Tables and Borders button. A message box opens, asking if you want to switch to Page Layout* view.*	Click
2. Select OK. The document switches to Page Layout* view and the mouse pointer changes into a pencil.*	Click OK
3. Drag the pencil in the document window as desired. A broken line indicates your location as you drag.	Drag the pencil from the 1" tick mark on the horizontal and vertical rulers down about 1" and across about 4"
4. Release the mouse button. The table is inserted into the document.	Release the mouse button

At the 1" tick mark on the horizontal ruler, drag the pencil from the top horizontal line to the bottom horizontal line. Release the mouse button. Notice that a column appears. Create additional columns at the remaining 1" increments on the horizontal ruler for the length of the table.

At the 1/2" tick mark on the vertical ruler, drag the pencil from the left vertical line to the right vertical line. Release the mouse button. Notice that a row appears.

Hide the Tables and Borders toolbar. Close the document without saving it.

_{Converting Text into a Table}

d Discussion

You can easily create a table around existing information in a document if you want the text to appear in a table. You can perform this task using the Convert Text to Table dialog box.

The Convert Text to Table dialog box allows you to select the number of columns and rows you want to make up the table. You can also indicate that you want to separate text at paragraph marks, tabs, or commas, or you can choose other characters by which you want to separate text by typing the characters directly into the Other text box.

Converting text into a table

C Procedures

1. Select the text you want to convert into a table.

2. Select the Table menu.

3. Select the Convert Text to Table command.

4. Enter the number of columns you want in the table in the Number of columns spin box.

5. Enter the column width you want to use in the table in the Column width spin box.

6. Select a Separate text at option.

7. Select OK.

f Step-by-Step

From the Student Data directory, open TEXTTAB.DOC.

Convert existing text into a table.

*Steps*	*Practice Data*
1. Drag to select the text you want to convert into a table. The text is highlighted as you drag.	Drag to select the entire document
2. Release the mouse button. The text is selected.	Release the mouse button
3. Select the Table menu. The Table* menu appears.*	Click Table
4. Select the Convert Text to Table command. The Convert Text to Table dialog box opens with default information already entered.	Click Convert Text to Table...
5. Enter the number of columns you want in the table in the Number of columns spin box. The number appears in the Number of columns spin box.	Click Number of columns to 3, if necessary
6. Enter the column width you want to use in the table in the Column width spin box. The number or Auto* appears in the Column width spin box as appropriate.*	Click Column width to Auto, if necessary
7. Select a Separate text at option. The appropriate option is selected.	Click Tabs, if necessary
8. Select OK. The Convert Text to Table dialog box closes and the text is converted into a table.	Click OK

Click anywhere in the document to deselect the table.

Close TEXTTAB.DOC.

_Exercise

_{Working with Tables}

e Task

Create a table using the Insert Table button. Display and hide the table gridlines. Navigate and enter text into a table. Add blank lines above the table. Create a table using the Draw Table button. Convert text into a table.

1. Create a new, blank document, if necessary.

2. Using the Insert Table button, create a table with two columns and three rows.

3. Using Table AutoFormat, format the table with the Classic 4 format.

4. Remove the table formatting using Table AutoFormat.

5. Hide the table gridlines.

6. Show the table gridlines.

7. Using the mouse, go to the top right cell.

8. Using the keyboard, return to the previous cell.

9. Enter the following text into the table:

Representative	Clothing Line
Stephanie J. Smith	Gymnastics
Nathan T. Brown	Martial Arts

10. Insert two blank lines above the table. Position the insertion point in the top line and type the title Presentation Assignments.

11. Bold and center the title.

12. Close the document without saving it.

13. Create a new, blank document.

14. Display the Tables and Borders toolbar.

15. Using the Draw Table button, create a table about 2" high and 2" wide with two columns and two rows.

16. Hide the Tables and Borders toolbar.

17. Close the document without saving it.

18. Open Equiptbl.

19. Select the entire document and convert the text to a table with two columns and a column width of Auto, using the tilde character (~) as the column separator. Deselect the table.

20. Close the document without saving it.

_{Lesson
20 -

Editing a Table}

_{In this lesson, you will
learn how to:}

· Select cells

· Select rows

· Select columns

· Select table text

· Select the entire table

· Add rows/columns to a table

· Merge cells

· Rotate text in a table

· Change cell options

· Split cells

· Change column width

· Delete rows and columns

· Convert a table into text

· Place headings on all pages

_{Selecting Cells}

d Discussion

You can select a single cell in a table using the mouse. You might want to select a cell in order to edit the contents of the cell.

Once a cell is selected, you can perform certain functions on the cell, such as formatting the cell or deleting its contents.


o	You can select multiple cells by dragging to select the desired cells and then releasing the mouse button.

C Procedures

1. Position the mouse pointer over the left portion of the cell.

2. Click the mouse button.

f Step-by-Step

From the Student Data directory, open TABLENN.DOC.

Select a cell in a table.

*Steps*	*Practice Data*
1. Position the mouse pointer over the left portion of the cell. The mouse pointer changes into a white arrow pointing toward the cell.	Point to the left of the 1 in the cell with the text 125 lbs.
2. Click the mouse button. The entire cell is selected.	Click the mouse button

Click anywhere in the document to deselect the cell.

_{Selecting Rows}

d Discussion

You can select a single row in a table using the mouse. You might want to select a row in order to edit its contents. You can quickly select a row by positioning the mouse pointer on the left edge of the row outside the gridline. The area immediately to the left of the left border gridline is referred to as the row selection bar.

Once a row is selected, you can perform functions on the row, such as formatting the row or deleting information.


o	You can select multiple rows by dragging to select the desired rows and then releasing the mouse button.

o	You can also select a row by positioning the insertion point in the row you want to select and then selecting the Select Row command from the Table menu.

C Procedures

1. Position the mouse pointer in the row selection bar to the left of the desired row.

2. Click the mouse button.

f Step-by-Step

Select a row in a table.

*Steps*	*Practice Data*
1. Position the mouse pointer in the row selection bar to the left of the desired row. The mouse pointer changes into a white arrow pointing toward the row.	Point to the left of the gridline of the Exer-Fit Stepper row
2. Click the mouse button. The entire row is selected.	Click the mouse button

Click anywhere in the document to deselect the row.

_{Selecting Columns}

d Discussion

You can select a single column in a table using the mouse. You might want to select a column in order to edit its contents. You can quickly select a column by positioning the mouse pointer on the top edge of the column outside the gridline. The area immediately above the top border gridline is referred to as the column selection bar.

Once a column is selected, you can perform functions on the column, such as formatting the column or deleting information.


o	You can select multiple columns by dragging to select the desired columns and then releasing the mouse button.

o	You can also select a column by positioning the insertion point in the column you want to select and then selecting the Select Column command from the Table menu.

o	When a column is selected, you can move it using either the cut and paste or drag and drop method.

C Procedures

1. Position the mouse pointer in the column selection bar above the desired column.

2. Click the mouse button.

f Step-by-Step

Select a column in a table.

*Steps*	*Practice Data*
1. Position the mouse pointer in the column selection bar above the desired column. The mouse pointer changes into a black arrow pointing down toward the column.	Point to the gridline above the Order Number column
2. Click the mouse button. The entire column is selected.	Click the mouse button

Click anywhere in the document to deselect the column.

_{Selecting Table Text}

d Discussion

You can select text in a table in the same way you would select text in other parts of a document. For example, you can select a word by double-clicking it or a paragraph by triple-clicking it. You can also select a text block by dragging the mouse across the text you want to select.

Once text is selected, you can perform a number of functions on it, such as formatting, deleting, or copying it.

C Procedures

1. Double-click a word to select it.

2. Triple-click a paragraph to select it.

3. Drag to select text in a text block.

4. Release the mouse button.

f Step-by-Step

Select text in a table.

*Steps*	*Practice Data*
1. Double-click a word to select it. The text is selected.	Double-click Treadmaster in the Treadmaster Treadmill cell
2. Triple-click a paragraph to select it. The paragraph is selected.	Triple-click Exer-Fit Stepper
3. Drag to select text in a text block. The text is highlighted as you drag.	Drag to select Life-Fit Exercise Bike through 89 lbs.
4. Release the mouse button. The text is selected.	Release the mouse button

Click anywhere in the document to deselect the text.

_{Selecting the Entire Table}

d Discussion

You can select an entire table. You might want to select an entire table in order to edit the contents of the table.

Once an entire table is selected, you can perform a number of functions on the table, such as formatting the cells or deleting information.


o	You can also select a table with the keyboard. Disable the [Num Lock] key and press the [Alt+5] key combination, using the numeric keypad.

C Procedures

1. Position the insertion point in the table.

2. Select the Table menu.

3. Select the Select Table command.

f Step-by-Step

Select an entire table.

*Steps*	*Practice Data*
1. Position the insertion point in the table. The insertion point appears in the table.	Click in the table
2. Select the Table menu. The Table* menu appears.*	Click Table
3. Select the Select Table command. The entire table is selected.	Click Select Table

Click anywhere in the document to deselect the table.

_{Adding Rows/Columns to a Table}

d Discussion

When you create a new table, you can designate the desired number of rows and columns. If you need to add additional information to an existing table, you do not need to recreate the table. Instead, you can insert new rows or columns in the current table.

If you select a row, the Insert Rows button appears on the toolbar. If you select a column, the Insert Columns button appears on the toolbar. Word inserts all new rows above the selected rows and inserts all new columns to the left of the selected columns.

Adding rows and columns to a table


o	You can add rows by positioning the insertion point in the row above which you want the new row to appear and selecting the Insert Rows command from the Table menu or the shortcut menu.

o	You can add columns by selecting the column to the left of which you want the new column to appear and selecting the Insert Columns command from the Table menu or the shortcut menu.

o	You can add multiple rows or columns by selecting the same number of rows or columns you want to add to the table and then clicking the Insert Rows or Insert Columns button.

o	By default, the Insert Rows button appears on the Standard toolbar. When you select a column, the Insert Rows button changes into the Insert Columns button.

C Procedures

1. Position the mouse pointer in the row selection bar to the left of the row above which you want to insert the new row or in the column selection bar above the column to the left of which you want to insert the new column.

2. Click the mouse button.

3. Click the Insert Rows button or the Insert Columns button as appropriate.

f Step-by-Step

Insert a new row and a new column into a table.

*Steps*	*Practice Data*
1. Position the mouse pointer in the row selection bar to the left of the row above which you want to insert the new row or in the column selection bar above the column to the left of which you want to insert the new column. The mouse pointer changes into a white arrow pointing toward the row or a black arrow pointing down toward the column.	Point to the left of the gridline of the Life-Fit 805 Treadmill row
2. Click the mouse button. The entire row or column is selected.	Click the mouse button
3. Click the Insert Rows button or Insert Columns button. The new row or column is inserted above the selected row or to the left of the selected column.	Click

Click anywhere in the document to deselect the inserted row.

Select the first column and insert a column. Click anywhere in the document to deselect the column.

_{Merging Cells}

d Discussion

You can merge two or more consecutive cells in the same row or column into a single cell. For example, merging cells is a good way to place text in one cell that spans an entire table, such as a table heading.

When you are selecting cells to merge, you can select an entire row or column, or you can drag to select the cells you want to merge.


o	You can also merge cells by selecting the cells you want to merge and then selecting the Merge Cells command from the Table menu.

C Procedures

1. Click the Tables and Borders button .

2. Select OK.

3. Click the Draw Table button to deactivate it.

4. Position the mouse pointer in the row selection bar to the left of the row you want to merge or in the column selection bar above the column you want to merge.

5. Click the mouse button.

6. Click the Merge Cells button .

f Step-by-Step

Merge cells in a column or row.

*Steps*	*Practice Data*
1. Click the Tables and Borders button. A message box opens, asking if you want to switch to Page Layout* view.*	Click
2. Select OK. The document switches to Page Layout* view and the mouse pointer changes into a pencil.*	Click OK
3. Click the Draw Table button to deactivate it. The button is deactivated and the mouse pointer changes into an I-beam.	Click
4. Position the mouse pointer in the column selection bar above the column you want to merge. The mouse pointer changes into a white arrow pointing toward the row.	Point above the first column
5. Click the mouse button. The entire column is selected.	Click the mouse button
6. Click the Merge Cells button. The cells are merged.	Click

Type Worldwide Sporting Goods in the new row. Hide the Tables and Borders toolbar.

_{Rotating Text in a Table}

d Discussion

You can rotate text in table cells. This option allows you to create special effects in a table. For example, you can change the direction of long labels to vertical so that they fit on a page.

The Change Text Direction button on the Tables and Borders toolbar cycles through four orientations, two vertical and two horizontal. As you click it to cycle through the orientations, the arrows on the button itself change to indicate the direction of the text.

When the insertion point is in a cell with rotated text, the toolbar buttons for horizontal alignment, bullets, and indents rotate as well to reflect the orientation of the text. In addition, the Tables and Borders toolbar has buttons that allow you to align the text vertically. These buttons also reflect the orientation of the text.

A table with rotated text


o	You must be in Page Layout view in order to view rotated text.

C Procedures

1. Click the Tables and Borders button .

2. Select OK.

3. Click the Draw Table button to deactivate it .

4. Select the cell or cells in which you want to rotate text.

5. Click the Change Text Direction button as needed until the text is in the desired direction.

f Step-by-Step

Rotate text in a table.

*Steps*	*Practice Data*
1. Click the Tables and Borders button. A message box opens, asking if you want to switch to Page Layout* view.*	Click
2. Select OK. The document switches to Page Layout* view and the mouse pointer changes into a pencil.*	Click OK, if necessary
3. Click the Draw Table button to deactivate it. The button is deactivated and the pointer changes into an I-beam.	Click
4. Select the cell or cells in which you want to rotate text. The cells are selected.	Click the Worldwide Sporting Goods cell on the left of the table, if necessary
5. Click the Change Text Direction button as needed until the text is in the desired direction. The text rotates at 90 degree angles.	Click twice

On the Formatting toolbar, click the Center button to center the text. On the Tables and Borders toolbar, click the Center Horizontally button to align the text in the center of the cell. Hide the Tables and Borders toolbar.

_{Changing Cell Options}

d Discussion

When you create a table, Word sets certain defaults for the table and for the cells. You can customize the table by changing cell options to override these defaults.

You change cell options in the Cell Height and Width dialog box. This dialog box has two pages: Row and Column. Available options in the Cell Height and Width dialog box are listed in the following table:

Row Options	Description
Height of rows	Changes the height of rows to a specific point size. When you first open the dialog box, you can change the height of all the rows. If you want to change the height of a specific row, use the Previous Row and Next Row buttons to select the row.
Indent from left	Controls the indent of the table from the left margin. For example, if you change the measurement to 1”, the entire table is indented 1” from the left margin.
Allow row to break across pages	Allows a row to split across a page break. If you want the entire row to stay together on a page, make sure this option is deselected.
Alignment	Controls the alignment of the entire table on the page. Use this option to center or right align a table.

Column Option	Description
Width of column x	Sets the width of the selected column to a specific measurement in inches. Use the Previous Column and Next Column buttons to select other columns. You must set column widths individually.
Space between columns	Controls the spacing between columns. This option affects all columns in the table.
Autofit	Changes the width of the selected column(s) to fit the contents.

Changing cell options

C Procedures

1. Position the insertion point in the row or column.

2. Select the Table menu.

3. Select the Cell Height and Width command.

4. Select the Row tab.

5. Select the row options as desired.

6. Select the Column tab.

7. Set the column options as desired.

8. Select OK.

f Step-by-Step

Change cell options by changing cell height and width.

*Steps*	*Practice Data*
1. Position the insertion point in the row or column. The insertion point appears in the table.	Click in the Worldwide Sporting Goods cell at the left of the table, if necessary
2. Select the Table menu. The Table* menu appears.*	Click Table
3. Select the Cell Height and Width command. The Cell Height and Width dialog box opens.	Click Cell Height and Width...
4. Select the Row tab. The Row* page appears.*	Click the Row tab
5. Select the Height of rows 1-7 list. A list of options appears.	Click Height of rows 1-7
6. Select the desired height option. The option appears in the Height of rows 1-7* box.*	Click Exactly
7. Click the At spin box as necessary to set the desired height. The desired height appears in the spin box.	Click At to 16
8. Select the Column tab. The Column* page appears.*	Click the Column tab
9. Type the new width measurement for the selected column. The measurement appears in the Width of column 1* text box.*	Type *.75*
10. Select OK. The Cell Height and Width dialog box closes and the new measurements are applied to the table.	Click OK

Open the Cell Height and Width dialog box. Display the Row page and select the Center option under Alignment. Notice that the table is centered between the margins.

_{Splitting Cells}

d Discussion

You can split cells when you want to break a single cell or a group of cells into a larger number of cells. Splitting cells is the opposite of merging cells. Instead of creating a single cell from multiple cells, you are creating multiple cells from a single cell. You can split cells using the Split Cells dialog box.

In the Split Cells dialog box, you can specify the number of rows and/or columns into which you want to split the cell. If you select multiple cells, the Merge cells before split option is selected in the dialog box. When the Merge cells before split option is selected, the selected cells are merged as one and then split into the selected number of columns or rows. For example, if you select two cells and then choose to split those cells into six cells, the Merge cells before split option will produce a total of six cells; three in each of the two selected cells. However, if you choose to deselect the Merge cells before split option, those two cells would be split into six cells each, for a total of twelve cells.

When you are selecting cells to split, you can select an entire row or column, or you can drag to select the cells you want to merge.

Splitting cells


o	You can also split cells using the Split Cells button on the Tables and Borders toolbar.

C Procedures

1. Select the cell or cells you want to split.

2. Select the Table menu.

3. Select the Split Cells command.

4. Change settings as necessary and then select OK.

f Step-by-Step

Split cells in a table.

*Steps*	*Practice Data*
1. Select the cell or cells you want to split. The insertion point appears in the cell(s).	Click in the blank cell in the Life-Fit 1000 Stepper row
2. Select the Table menu. The Table* menu appears.*	Click Table
3. Select the Split Cells command. The Split Cells dialog box opens.	Click Split Cells...
4. Change settings as necessary and then select OK. The Split Cells dialog box closes and the cells are split.	Click OK

Click anywhere in the document to deselect the split cells.

Type 99 lbs. in the blank cell in the Weight column and TM55545 in the blank cell in the Order Number column.

_{Changing Column Width}

d Discussion

When you first create a table, the columns are a fixed width by default. As you enter data into a table, you may find that some columns need to be smaller than the default width and that others need to be larger.

You can quickly adjust the width of any column in a table by dragging the column border to the desired width. You can adjust as many columns in a table as desired, although adjusting the width of any column (except the last) does not affect the overall width of the table. If all the cells in the column are the same width, the width of the entire column changes. If the cells are different widths, only the current cell width changes.


o	You can also change a column width by moving the table column markers on the horizontal ruler. If you need precise measurements, enter the desired width on the Column page of the Cell Height and Width dialog box.

C Procedures

1. Position the mouse pointer over the right gridline of the column you want to adjust.

2. Drag the column gridline to the desired position.

3. Release the mouse button.

f Step-by-Step

Change the width of a column.

Display the horizontal ruler, if necessary.

*Steps*	*Practice Data*
1. Position the mouse pointer over the right gridline of the column you want to adjust. The mouse pointer changes into a double-headed arrow.	Position the mouse pointer over the right gridline of the Order Number column
2. Drag the column gridline to the desired position. A vertical dotted line indicates the column boundary as you drag.	Drag the gridline to the 5 inch mark on the horizontal ruler
3. Release the mouse button. The column width changes.	Release the mouse button

Drag the right Weight column border in the Life-Fit 1000 Stepper row so that it is aligned with the column borders above it.

_{Deleting Rows and Columns}

d Discussion

You can delete any unnecessary rows and/or columns in a table. Deleting a column or row deletes not only the column or row, but also any column or row contents.


o	You can also delete a column or row by selecting the column or row you want to delete, clicking the right mouse button, and selecting the Delete Columns or Delete Rows command as appropriate.

C Procedures

1. Position the mouse pointer in the row selection bar to the left of the row you want to delete or in the column selection bar above the column you want to delete.

2. Click the mouse button.

3. Select the Table menu.

4. Select the Delete Rows or Delete Columns command as appropriate.

f Step-by-Step

Delete a column and a row from a table.

*Steps*	*Practice Data*
1. Position the mouse pointer in the row selection bar to the left of the row you want to delete or in the column selection bar above the column you want to delete. The mouse pointer changes into a black arrow pointing down.	Point above the leftmost column
2. Click the mouse button. The entire column is selected.	Click the mouse button
3. Select the Table menu. The Table* menu appears.*	Click Table
4. Select the Delete Columns command. The selected column is deleted.	Click Delete Columns

Select the blank row and delete it.

_{Converting a Table into Text}

d Discussion

You can convert an entire table or part of a table into text. This task is accomplished using the Convert Table To Text dialog box.

In the Convert Table To Text dialog box, you can choose to separate the contents of a table by a paragraph mark, a tab, a comma, or any other keyboard character that you specify.

Converting a table into text

C Procedures

1. Select the entire table or part of the table as desired.

2. Select the Table menu.

3. Select the Convert Table to Text command.

4. Under Separate text with, select the desired character option.

5. Select OK.

f Step-by-Step

Convert the information stored in a table into regular text in a document.

*Steps*	*Practice Data*
1. Drag to select the entire table. The table is highlighted as you drag.	Drag to select the entire table
2. Release the mouse button. The table is selected.	Release the mouse button
3. Select the Table menu. The Table* menu appears.*	Click Table
4. Select the Convert Table to Text command. The Convert Table To Text dialog box opens.	Click Convert Table to Text...
5. Under Separate text with, select the desired character option. The option is selected.	Click Tabs, if necessary
6. Select OK. The Convert Table To Text dialog box closes and the information in the table is converted into text, separated by the selected character.	Click OK

Close TABLENN.DOC.

_{Placing Headings on All Pages}

d Discussion

You can designate that you want a column heading within a table to appear on multiple pages. For example, if your table extends to two or more pages, you might want to have your table headings appear at the top of each page. However, you will only be able to view the headings on pages other than the first by displaying the document in Print Preview.


o	The first row in a table must be one of the rows to be used for the heading.

C Procedures

1. Select the table heading row or rows you want to appear on multiple pages.

2. Select the Table menu.

3. Select the Headings command.

f Step-by-Step

From the Student Data directory, open HEADING.DOC.

Place headers on all pages by creating a table heading.

*Steps*	*Practice Data*
1. Select the table heading row or rows you want to appear on multiple pages. The row(s) are highlighted as you drag.	Click in the first row, if necessary
2. Select the Table menu. The Table* menu appears.*	Click Table
3. Select the Headings command. The selected heading is added to all pages of the document.	Click Headings

Switch to Print Preview. Display both pages of the document. Notice that the heading appears on both pages.

Close HEADING.DOC.

_Exercise

_{Editing a Table}

e Task

Select a cell, row, column, text within a table, and an entire table. Add a new row and enter text. Decrease the width of a column. Merge and split cells. Format a table using AutoFormat and then remove the automatic formatting. Convert a table to text. Add headings on multiple pages.

1. Open Presentn.

2. Display the table gridlines and the Tables and Borders toolbar, if necessary.

3. Select a cell.

4. Select a row.

5. Select a column.

6. Select the text Representative.

7. Select the entire table.

8. Select the first row and bold it.

9. Add a new row to the table above Louise J. Vernon.

10. Enter the following text in the new row:

Catherine J. Miller

Football

11. Under the column heading Clothing Line, change the word Skating to Swimming.

12. Delete the row for the representative, Louise J. Vernon.

13. Decrease the width of column one to approximately 1.75".

14. Merge the top two cells of the table.

15. Split the bottom cell of the table into two columns and one row. Drag the line to the left of the word Surfing to align it with the cells above it.

16. Convert the entire table to text, using tabs as separators.

17. Close the document without saving it.

18. Open Room.

19. Make the heading appear on page 2 as well as page 1. View the document in Print Preview.

20. Hide the Tables and Borders toolbar.

21. Close the document without saving it.

_{Lesson
21 -

Applying Borders and Shading}

_{In this lesson, you will
learn how to:}

· Add a border to text

· Add a border to a table

· Remove a border

· Add shading

· Remove shading

_{Adding a Border to Text}

d Discussion

The buttons on the Tables and Borders toolbar enable you to add borders and shading to paragraphs and table cells. You can also remove borders and shading using the Tables and Borders toolbar.

Borders and shading often enhance the appearance of a document. For example, when used in a table, borders and shading can be used to differentiate column and row headings from the rest of the table data.

When you add borders to paragraphs within a document, there are several border thicknesses from which you can choose. These thicknesses can be selected from the Line Style list on the Tables and Borders toolbar, which displays a palette of style choices. You can also select a thickness from the Line Weight list, which displays styles by their weight (for example, 1/2 pt). You can choose to apply borders to all sides of the text or to only specific sides.


o	You can also select a border from the Borders page of the Borders and Shading dialog box, which is accessed by selecting the Borders and Shading command from the Format menu.

o	You can also add a border to a document using the keyboard. For example, when you type three or more consecutive hyphens (-) and then press [Enter], a single, 3/4 point line is inserted across the page. Also, when you type three or more consecutive equal signs (=) and then press [Enter], a double line is inserted across the page.

C Procedures

1. Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary.

2. Position the insertion point in the text around which you want to apply a border.

3. Click the Line Weight arrow on the Tables and Borders toolbar.

4. Select a line weight.

5. Click the arrow on the Outside Border button .

6. Select the desired border position.

f Step-by-Step

From the Student Data directory, open BDRLTR.DOC.

Add a border to text in a document.

*Steps*	*Practice Data*
1. Click the Tables and Borders button. A message opens, asking if you want to switch to Page Layout* view.*	Click
2. Select OK. The document switches to Page Layout* view and the mouse pointer changes into a pencil.*	Click OK
3. Click the Draw Table button to deactivate it. The button is deactivated and the mouse pointer changes into an I-beam.	Click
4. Position the insertion point in the text around which you want to apply a border. The insertion point appears in the new location.	Click in the text Worldwide Sporting Goods, if necessary
5. Click the Line Weight arrow on the Tables and Borders toolbar. A list of line weights appears.	Click Line Weight
6. Select a line weight. The selected line weight appears in the Line Weight* box.*	Click 2¼ pt
7. Click the arrow on the Outside Border button. A palette of border options appears.	Click the arrow on
8. Select the desired border position. The border appears around the selected text.	Click (third column, first row)

_{Adding a Border to a Table}

d Discussion

Although Word has an automatic table format feature you can use to apply borders to a table, you can choose to add your own border style. Similar to adding borders to text, you can select a border style from the Line Style or Line Weight lists on the Tables and Borders toolbar.

Adding a border to a table


o	You can also select a border from the Borders page of the Borders and Shading dialog box, which is accessed by selecting the Borders and Shading command from the Format menu.

C Procedures

1. Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary.

2. Select the entire table or part of the table as desired.

3. Click the Line Style arrow on the Tables and Borders toolbar.

4. Select a line style.

5. Click the arrow on the Outside Border button .

6. Select the desired border option.

f Step-by-Step

Add a border to a table.

Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary. Scroll as necessary to view the table at the bottom of the page.

*Steps*	*Practice Data*
1. Drag to select the entire table. The table is highlighted as you drag.	Drag to select the entire table at the bottom of page 1
2. Release the mouse button. The table is selected.	Release the mouse button
3. Click the Line Style arrow on the Tables and Borders toolbar. A palette of line styles appears.	Click Line Style
4. Select a line style. The selected line style appears in the Line Style* box.*	Click the tenth option in the list
5. Click the arrow on the Outside Border button. A palette of border options appears.	Click the arrow on
6. Select the desired border option. A border with the selected line style appears around the table.	Click (first column, first row)

Deselect the table to view the changes.

_{Removing a Border}

d Discussion

You can remove a border from individual or multiple cells, columns, or rows in a table, if desired. You can also remove borders from an entire table, as well as text in a table or document.


o	You can remove all borders from a table by positioning the insertion point in the table, selecting the Table AutoFormat command from the Table menu, and selecting (none) in the Formats list.

o	You can remove all borders from a table by positioning the insertion point in the table, selecting the Borders and Shading command from the Format menu and then selecting the None setting on the Borders page.

C Procedures

1. Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary.

2. Select the item from which you want to remove a border.

3. Click the Line Style arrow on the Tables and Borders toolbar.

4. Select the No Border option.

5. Click the arrow on the Outside Border button .

6. Select the option corresponding to the border you want to remove.

f Step-by-Step

Remove a border from a table.

Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary.

*Steps*	*Practice Data*
1. Drag to select the item from which you want to remove a border. The item is highlighted as you drag.	Scroll as necessary and drag to select the table at the bottom of page 1
2. Release the mouse button. The item is selected.	Release the mouse button
3. Click the Line Style arrow on the Tables and Borders toolbar. A palette of line styles appears.	Click Line Style
4. Select the No Border option. The No Border* option appears in the Line Style box.*	Click No Border, if necessary
5. Click the arrow on the Outside Border button. A palette of border options appears.	Click the arrow on (first column, first row)
6. Select the option corresponding to the border you want to remove. The border is removed from the table.	Click , if necessary

Notice that the border no longer appears around the table.

_{Adding Shading}

d Discussion

You can apply shading to table cells and text. There are several shading intensities from which you can choose. These shading options appear in the Shading Color list on the Tables and Borders toolbar and range from light gray to black. However, it is a good idea to choose a shade that is darker than the text which will appear on it.

Adding shading


o	You can apply shading using the Shading page of the Borders and Shading dialog box, which is accessed by selecting the Borders and Shading command from the Format menu.

C Procedures

1. Display the Tables and Borders toolbar and deactivate the Draw Table toolbar, if necessary.

2. Select the item to which you want to add shading.

3. Click the arrow on the Shading Color button .

4. Select the desired shading.

f Step-by-Step

Add shading to text in a table.

Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary.

*Steps*	*Practice Data*
1. Drag to select the item to which you want to add shading. The item is highlighted as you drag	Scroll as necessary and drag to select the first row of the table at the bottom of page 1
2. Release the mouse button. The item is selected.	Release the mouse button
3. Click the arrow on the Shading Color button. A palette of shading options appears.	Click the arrow on
4. Select the desired shading. The shading is applied to the item.	Click the Gray-25% shade (third column, second row)

Deselect the row to view the shading.

_{Removing Shading}

d Discussion

You can remove shading that has been applied to a cell, table, or text if you decide you do not want it. Removing shading returns the cell, table, or text to its original appearance.

C Procedures

1. Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary.

2. Select the item from which you want to remove the shading.

3. Click the arrow on the Shading Color button .

4. Select the None option.

f Step-by-Step

Remove shading from an item in a table.

Display the Tables and Borders toolbar and deactivate the Draw Table button, if necessary.

*Steps*	*Practice Data*
1. Drag to select the item from which you want to remove the shading. The item is highlighted as you drag.	Scroll as necessary and drag to select the first row of the table at the bottom of page 1
2. Release the mouse button. The item is selected.	Release the mouse button
3. Click the arrow on the Shading Color button. A palette of shading options appears.	Click the arrow on
4. Select the None option. The shading is removed from the selected item.	Click None

Deselect the row to view the changes. Hide the Tables and Borders toolbar.

Close BDRLTR.DOC.

_Exercise

_{Applying Borders and Shading}

e Task

Place a border around text and a table. Remove the border from the table. Shade the first row of the table. Remove the shading.

1. Open Invitbdr.

2. Display the Tables and Borders toolbar, if necessary.

3. Place a 1½ point border under the title Equipment Showcase.

4. Place a 1½ point border around the entire table at the bottom of the page.

5. Remove the border from the table.

6. Shade the first row of the table using the Gray-20% shading option (second column, second row).

7. Remove the shading from the table.

8. Hide the Tables and Borders toolbar.

9. Close the document without saving it.

_{Lesson
22 -

Working with Graphics}

_{In this lesson, you will
learn how to:}

· Insert a clip art image

· Size a graphic

· Position a graphic

· Change graphic image color

· Adjust brightness/contrast

· Wrap text around a graphic

_{Inserting a Clip Art Image}

d Discussion

You can insert clip art into a document. Clip art images are a way to add interest to a Word document. For example, you might insert clip art in a company newsletter to illustrate a story. You insert clip art using the Microsoft Clip Gallery 3.0 dialog box.

Available clip art is divided into several thematic categories such as Animals, Cartoons, People at Work, and Sports & Leisure. You can also choose to preview the clip art image to verify that the selection is what you had in mind. Keywords related to the selected clip art image appear in the lower left corner of the Microsoft Clip Gallery 3.0 dialog box.

Inserting a clip art image into a document


o	The first time you insert a clip art image, the Add New Clips dialog box opens. Select OK and Word automatically updates your files.

C Procedures

1. Position the insertion point where you want the clip art image to appear.

2. Select the Insert menu.

3. Point to the Picture command.

4. Select the Clip Art command.

5. Select the Clip Art tab, if necessary.

6. Select the desired clip art category.

7. Select the desired clip art image.

8. Select Insert.

f Step-by-Step

From the Student Data directory, open LTRGRPH.DOC.

Insert a clip art image into a document.

*Steps*	*Practice Data*
1. Position the insertion point where you want the clip art image to appear. The insertion point moves to the new location.	Press [Ctrl+Home], if necessary
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Point to the Picture command. The Picture* submenu appears.*	Point to Picture
4. Select the Clip Art command. The document switches to Page Layout* view and the Microsoft Clip Gallery 3.0 dialog box opens.*	Click Clip Art...
5. Select the Clip Art tab, if necessary. The Clip Art* page appears.*	Click Clip Art, if necessary
6. Select the desired clip art category. A preview of the clip art images within that category appear in the dialog box.	Scroll as necessary and click Sports & Leisure, if necessary
7. Select the desired clip art image. A dark blue square appears around the selected image.	Scroll as necessary and click the target image
8. Select Insert. The Microsoft Clip Gallery 3.0 dialog box closes and the selected image appears in the document.	Click Insert

_{Sizing a Graphic}

d Discussion

A graphic image is inserted into a document in its original size. In Word, you can change the size of the image to meet your needs.

When you select an image, two things happen. First, the Picture toolbar appears. Next, Word places white selection handles at each corner and in the middle of each side. You can use the handles to size a graphic.


o	You must be in Print Preview, Page Layout, or Online Layout view to see a graphic.

o	The mouse pointer must be a double-headed arrow to size a graphic.

C Procedures

1. Switch to Page Layout view.

2. Select the graphic you want to resize.

3. Position the mouse pointer over a handle.

4. Drag the handle to the desired size.

5. Release the mouse button.

f Step-by-Step

Size a graphic.

Display the horizontal ruler and switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Select the graphic you want to resize. Handles appear around the graphic and the Picture* toolbar appears.*	Scroll as necessary and click the target graphic at the top of the document, if necessary
2. Position the mouse pointer over a handle. The mouse pointer changes into a double-headed arrow.	Scroll as necessary and position the mouse pointer over the handle in the lower right corner
3. Drag the handle to the desired size. An outline indicates the size as you drag.	Drag until the right dotted outline is at the 2” mark on the vertical and horizontal rulers
4. Release the mouse button. The graphic is sized accordingly.	Release the mouse button

_{Positioning a Graphic}

d Discussion

You can position a graphic in a document by dragging it to a new location. Positioning a graphic is a good way to place it in the best possible location to enhance the text.


o	The mouse pointer must be a four-headed arrow to move a graphic.

C Procedures

1. Switch to Page Layout view.

2. Position the mouse pointer on the graphic.

3. Drag the graphic to the desired location.

4. Release the mouse button.

f Step-by-Step

Position a graphic.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Position the mouse pointer on the graphic. The mouse pointer changes into a four-headed arrow.	Scroll as necessary and point to the target graphic
2. Drag the graphic to the desired location. Handles appear around the graphic and an outline of the graphic indicates the location as you drag.	Drag the graphic to the top right corner of the document
3. Release the mouse button. The graphic appears in the new position.	Release the mouse button

_{Changing Graphic Image Color}

d Discussion

Once a graphic has been inserted and positioned, you may want to change it from color to black and white. For example, if you will be printing a document containing a color graphic to a black and white printer, you may want to change the graphic to black and white.

You can return a graphic to color using the Automatic option from the Image Control button on the Picture toolbar.

Changing a graphic image's color


o	The first time you select a graphic in Word, the Picture toolbar does not appear by default. You must click the right mouse button on the graphic and select the Show Picture Toolbar command to display the Picture toolbar. Thereafter, unless you close it, the Picture toolbar appears each time you click a graphic.

C Procedures

1. Switch to Page Layout view.

2. Display the Picture toolbar.

3. Select the graphic for which you want to change the color.

4. Click the Image Control button .

5. Select the desired image color.

f Step-by-Step

Change colors in a graphic image.

Switch to Page Layout view and display the Picture toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the graphic for which you want to change the color. Handles appear around the graphic and the Picture* toolbar appears.*	Scroll as necessary and click the graphic, if necessary
2. Click the Image Control button. A list of image control options appears.	Click
3. Select the desired image color. The graphic appears in the selected color.	Click Black & White

Return the graphic back to its original color using the Automatic option.

_{Adjusting Brightness/Contrast}

d Discussion

You can adjust a graphic’s color brightness and contrast to meet your needs. These changes are made on the Picture page of the Format Picture dialog box. For example, you can use the Brightness slider to darken or lighten a graphic or the Contrast slider to increase or decrease the contrast of a graphic. You can experiment with these sliders to get a graphic to appear the way you want.

You can quickly reset a graphic to its original brightness and contrast settings using the Reset button on the Picture page of the Format Picture dialog box.

The Format Picture dialog box


o	If you prefer to change the contrast or brightness in incremental steps, you can click the More Contrast, Less Contrast, More Brightness, and Less Brightness buttons on the Picture toolbar.

C Procedures

1. Switch to Page Layout view.

2. Select the graphic for which you want to adjust the brightness and contrast.

3. Click the Format Picture button .

4. Drag the Brightness slider to the left to decrease or to the right to increase the brightness of the graphic.

5. Release the mouse button.

6. Drag the Contrast slider to the left to decrease or to the right to increase the contrast of the graphic.

7. Release the mouse button.

8. Select OK.

f Step-by-Step

Adjust the brightness and contrast of a graphic.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Select the graphic for which you want to adjust the brightness and contrast. Handles appear around the graphic and the Picture* toolbar appears.*	Scroll as necessary and click the graphic, if necessary
2. Click the Format Picture button. The Format Picture dialog box opens.	Click
3. Drag the Brightness slider to the desired position. The brightness percentage changes in the corresponding spin box as you drag.	Drag the Brightness slider to 35%
4. Release the mouse button. The brightness percentage is selected.	Release the mouse button
5. Drag the Contrast slider to the desired position. The contrast percentage changes in the corresponding spin box as you drag.	Drag the Contrast slider to 64%
6. Release the mouse button. The contrast percentage is selected.	Release the mouse button
7. Select OK. The Format Picture dialog box closes and the graphic brightness and contrast adjust accordingly.	Click OK

_{Wrapping Text around a Graphic}

d Discussion

You can make a graphic stand out on a page by wrapping text around it. Text wrapping options from which you can choose include Square and Through. These options are available from the Text Wrapping button on the Picture toolbar.

Wrapping text around a graphic

C Procedures

1. Switch to Page Layout view.

2. Select the graphic around which you want to wrap the text.

3. Click the Text Wrapping button .

4. Select the desired text wrapping option.

f Step-by-Step

Wrap text around an existing graphic.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Select the graphic around which you want to wrap the text. Handles appear around the graphic.	Scroll as necessary and click the graphic, if necessary
2. Click the Text Wrapping button. A list of text wrapping options appears.	Click
3. Select the desired text wrapping option. The text wraps around the graphic according to the option selected.	Click Square

Deselect the graphic.

Close LTRGRPH.DOC.

_Exercise

_{Working with Graphics}

e Task

Insert a clip art image into a document. Size and position the graphic. Change the graphic to black and white. Wrap text around the graphic.

1. Open Eqptgrph.

2. Display the horizontal ruler, if necessary.

3. Position the insertion point on the second blank line under the line, Equipment Showcase.

4. Insert the runner clip art image from the Sports & Leisure category.

5. Using the lower right corner handle, resize the graphic so that its right vertical line is at the 2.5" tick mark on the horizontal ruler.

6. Move the graphic to the right side of the page.

7. Return the graphic to its original position.

8. Change the graphic to black and white.

9. Adjust the graphic’s contrast to 63%.

10. Using the Square option, wrap text around the graphic.

11. Hide the Picture toolbar.

12. Close the document without saving it.

_{Lesson
23 -

Drawing Objects and Lines}

_{In this lesson, you will
learn how to:}

· Work with drawing objects

· Display the Drawing toolbar

· Create a drawing object

· Select a drawn object

· Change the fill color

· Resize a drawn object

· Add a 3-D effect

· Change 3-D settings

· Draw a line

· Change the line style

· Change the line color

· Change the dash style

_{Working with Drawing Objects}

d Discussion

A drawing object such as a rectangle, oval, line, arrow, or polygon can be drawn directly in a document to enhance it. For example, arrows can point to important items and ovals can be used to draw attention to specific items in the document. You can also use these objects to create graphics instead of using clip art images.

Drawing objects can only be inserted in Page Layout view. If you are not in Page Layout view, Word will automatically switch to that view. Drawing objects can be moved or copied to any location in a document. Once drawn, objects can be modified to change their shape, size, color, fill, pattern, and other attributes. The tools used to create drawing objects are located on the Drawing toolbar.

Enclosed drawing objects, such as circles or squares, are filled. Filled objects are opaque and contain patterns and/or colors. If filled objects are drawn on top of text in a document, the text is hidden. However, you can remove an object’s fill. Unfilled objects enable text to be seen.

_{Displaying the Drawing Toolbar}

d Discussion

The Drawing toolbar enables you to create lines, arrows, rectangles, ovals, and other drawing objects. You can also select various symbols from a number of categories including Connectors, Basic Shapes, Block Arrows, Flowcharts, Stars and Banners, and Callouts. The Drawing toolbar contains buttons that allow you to make adjustments to fill and font colors, and line, dash, and arrow styles. You can also place shadow effects on an object and enter text into text boxes using the Drawing toolbar. You can display or hide the Drawing toolbar as desired.

The Drawing toolbar

C Procedures

1. To display or hide the Drawing toolbar, click the Drawing button .

f Step-by-Step

Display or hide the Drawing toolbar.

*Steps*	*Practice Data*
1. To display or hide the Drawing toolbar, click the Drawing button. The Drawing* toolbar appears or is hidden.*	Click

_{Creating a Drawing Object}

d Discussion

Drawing objects can be created in a document and then moved and sized as desired. When you create an enclosed object, such as a rectangle or an oval, it is filled by default. A filled drawing object is opaque and hides any text that it covers.

When you are drawing an object, the mouse pointer changes into a crosshair. The center of the crosshair represents the outer border of the object.

Creating a drawing object


o	Hold the [Shift] key as you drag the mouse pointer to draw a square using the Rectangle button or a circle using the Oval button.

o	To draw more than one object of the same type, double-click the applicable drawing object button. After you have drawn the desired number of objects, you can press [Esc] or click the applicable drawing object button to return to normal editing mode.

o	To insert a drawing object with a predefined size, click the applicable drawing object button and click in the desired area of the document.

C Procedures

1. Display the Drawing toolbar.

2. Click the applicable drawing object button.

3. Drag to position and size the object as desired.

4. Release the mouse button.

f Step-by-Step

From the Student Data directory, open DRAW.DOC.

Create a drawing object in a document.

Display the Drawing toolbar and the ruler, if necessary.

*Steps*	*Practice Data*
1. Click the applicable drawing object button. The mouse pointer changes into a crosshair when positioned in the document.	Click
2. Drag to position and size the object as desired. An outline of the drawing object appears as you drag.	Drag down from the top margin on the vertical ruler and the 1.5" tick mark on the horizontal ruler to the 1" tick mark on the vertical ruler and the 4" tick mark on the horizontal ruler
3. Release the mouse button. The object appears in the document.	Release the mouse button

Click anywhere in the document to deselect the object.

_{Selecting a Drawn Object}

d Discussion

Before you can modify a drawing object, you must select it. When an object is selected, white selection handles appear around it. Any commands you perform only affect the drawing object(s) selected. An object remains selected until you select another object or click anywhere in the document.

You must use different methods when selecting filled and unfilled objects. Unfilled objects are empty, so you must click the border in order to select the object. However, you can click anywhere in a filled object to select the object.

A selected object


o	To select more than one drawing object, select the Select Objects button on the Drawing toolbar and drag across the objects or hold the [Shift] key, click the other objects, and release the [Shift] key.

C Procedures

1. Click in a filled drawing object to select it.

2. Point to the border of an unfilled drawing object.

3. Click the border of an unfilled drawing object to select it.

f Step-by-Step

Select filled and unfilled objects in a document.

*Steps*	*Practice Data*
1. Click in a filled object to select it. Selection handles appear around the object.	Click in the rectangle
2. Point to the border of an unfilled drawing object. The mouse pointer changes into a single, white arrow with a black four-headed arrow attached to it.	Scroll as necessary and point to the line at the bottom of the first paragraph
3. Click the border of the unfilled drawing object to select it. Selection handles appear around the object.	Click the line

Click anywhere in the document to deselect the object.

_{Changing the Fill Color}

d Discussion

You can change the fill color of an object at any time. Changing the fill color can be used to enhance the appearance of objects. If the fill hides the text in a document, you must select the No Fill option for that object to view the text.

The Fill Color button has two parts. You use the list to display the color palette and choose a desired color. The display on the button changes to display the currently selected color. To apply the currently selected color to other objects, you only have to select the object and click the button.

Changing the fill color


o	When you point to a color in the color palette, the name of the color appears as a ScreenTip.

C Procedures

1. Select the object that contains the fill color you want to change.

2. Click the arrow on the Fill Color button .

3. Select the desired fill color.

f Step-by-Step

Change or remove the fill color of an object.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the object that contains the fill color you want to change. Selection handles appear around the object.	Click the rectangle
2. Click the arrow on the Fill Color button. The color palette appears.	Click the arrow on
3. Select the desired fill color. The fill color of the object changes accordingly.	Click No Fill

Notice that you can now see the text that was hidden by the fill color. Click anywhere in the document to deselect the object.

_{Resizing a Drawn Object}

d Discussion

You may want to resize an object so that it fits better in a document. Drawing objects can be resized easily using their selection handles. If you use a middle selection handle on the side of an object, you can only change the size in one direction. However, if you use a selection handle in the corner of an object, you can change the size in two directions at once.

C Procedures

1. Select the drawing object you want to resize.

2. Point to the desired selection handle.

3. Drag the selection handle to increase or decrease the size of the object.

4. Release the mouse button.

f Step-by-Step

Resize a drawn object.

*Steps*	*Practice Data*
1. Point to the border of the drawing object you want to select. The mouse pointer changes into a single, white arrow with a black four-headed arrow attached to it.	Point to the border of the rectangle
2. Click the drawing object you want to resize. Selection handles appear around the object.	Click the rectangle border
3. Point to the desired selection handle. The mouse pointer changes into a black, double-headed arrow.	Point to the middle selection handle on the right side of the rectangle
4. Drag the selection handle to increase or decrease the size of the object. The size of the object increases or decreases as you drag.	Drag the selection handle right to the 4.5" tick mark on the horizontal ruler
5. Release the mouse button. The size of the object changes.	Release the mouse button

Click anywhere in the document to deselect the object.

_{Adding a 3-D Effect}

d Discussion

If you want an object to appear 3-dimensional, you can add a 3-D effect. For example, if you are creating a box or a logo, a 3-D effect makes the object stand out from the page. You can select from a variety of different 3-D styles.

Adding a 3-d effect


o	When you point to a 3-D style, the name of the style appears as a ScreenTip.

o	An object can have either a shadow or a 3-D effect, but not both.

o	You cannot assign a line color to a filled, 3-D object, but you can change the fill color.

C Procedures

1. Display the Drawing toolbar.

2. Select the object to which you want to add a 3-D effect.

3. Click the 3-D button .

4. Select the desired 3-D style.

f Step-by-Step

Add a 3-D effect to an object.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Point to the border of the object you want to select. The mouse pointer changes into a single, white arrow with a black four-headed arrow attached to it.	Point to the border of the rectangle
2. Click the object to which you want to add a 3-D effect. Selection handles appear around the object.	Click the rectangle border
3. Click the 3-D button. A palette of 3-D styles appears.	Click
4. Select the desired 3-D style. The 3-D style is applied to the object.	Click (first row, second column)

Click anywhere in the document to deselect the object.

_{Changing 3-D Settings}

d Discussion

Once you have added a 3-D effect to an object, you can apply various Depth, Direction, Lighting, Surface, and Color settings. You can also tilt 3-D objects Down, Up, Left, or Right.

Depending on the object selected, certain options may not be available.

Changing 3-d settings


o	If you apply 3-D settings to a selected object without selecting a 3-D style, certain options will have no effect on the selected object.

C Procedures

1. Display the Drawing toolbar.

2. Select the object to which you want to apply a 3-D setting.

3. Click the 3-D button .

4. Select 3-D Settings.

5. Select the desired 3-D setting.

6. Select the desired option, if necessary.

f Step-by-Step

Change a 3-D setting.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Point to the border of the object you want to select. The mouse pointer changes into a single, white arrow with a black four-headed arrow attached to it.	Point to the border of the rectangle
2. Click the object to which you want to apply a 3-D setting. Selection handles appear around the object.	Click the rectangle border
3. Click the 3-D button. A palette of 3-D styles appears.	Click
4. Select 3-D Settings. The 3-D Settings* toolbar appears.*	Click 3-D Settings...
5. Click the desired 3-D setting. The setting is selected.	Click the arrow on
6. Select the desired option, if necessary. The setting is applied.	Click Gray-25% (fourth row, last color)

Click anywhere in the document to deselect the object. Close the 3-D Settings toolbar.

_{Drawing a Line}

d Discussion

Lines can be used to indicate separate sections of a document. For example, you can add a line to separate different items in a document. Lines can be drawn at various angles and positions. Drawn lines, as opposed to borders, can be moved and sized as desired.

When you draw a line, the mouse pointer changes into a crosshair. The center of the crosshair is the point at which the line is drawn.

A drawn line


o	Hold [Shift] as you drag to create a straight line. If you move the mouse pointer up or down, the angle will change in 15‑degree increments.

o	To draw more than one line, double-click the Line button. After you have drawn the desired number of lines, press [Esc] or click the Line button to return to normal editing mode.

C Procedures

1. Display the Drawing toolbar.

2. Click the Line button .

3. Drag from the beginning point in the line to the end point in the line.

4. Release the mouse button.

f Step-by-Step

Draw a line in a document.

Display the Drawing toolbar, if necessary. Scroll to view the second and third paragraphs in the document.

*Steps*	*Practice Data*
1. Click the Line button. The mouse pointer changes into a crosshair when positioned in the document.	Click
2. Drag from the beginning point in the line to the end point in the line. An outline of the line appears as you drag.	Drag from the left margin between the middle of paragraphs two and three to the center of the page
3. Release the mouse button. The line appears in the document.	Release the mouse button

Click anywhere in the document to deselect the object.

_{Changing the Line Style}

d Discussion

You can change the style of an existing line. Line styles can be used to change the thickness of a line or to create double and triple lines. For example, to more dramatically separate items in a document, you can the increase the width of the line that separates them.

Changing the line style

C Procedures

1. Display the Drawing toolbar.

2. Select the line that contains the style you want to change.

3. Click the Line Style button .

4. Select the desired line style.

f Step-by-Step

Change the line style.

Display the Drawing toolbar and scroll to view the line below the first paragraph in the document, if necessary.

*Steps*	*Practice Data*
1. Point to the line that contains the style you want to change. The mouse pointer changes into a single, white arrow with a black, four-headed arrow attached to it.	Point to the line below the first paragraph
2. Click the line that contains the style you want to change. Selection handles appear at each end of the line.	Click the line
3. Click the Line Style button. A list of line styles appears.	Click
4. Select the desired line style. The desired style is applied to the line.	Click 3 pt

Click anywhere in the document to deselect the line.

_{Changing the Line Color}

d Discussion

You can change the line color of a drawing object. In an enclosed object, such as a rectangle or circle, the line affected is its border. In other objects, such as a line or an arrow, the line is the object itself. Changing the line color can enhance the appearance of the object. For example, if you are creating a logo, changing the line color can help distinguish the border of the logo.

The Line Color button has two parts. You use the list to display the color palette and choose a desired color. The display on the button changes to display the currently selected color. To apply the currently selected line color to other objects, you only have to select the object and click the button.

Changing the line color


o	When you point to a color in the color palette, the name of the color appears as a ScreenTip.

C Procedures

1. Display the Drawing toolbar.

2. Select the object for which you want to change the line color.

3. Click the arrow on the Line Color button .

4. Select the desired line color.

f Step-by-Step

Change the line color of an object.

Display the Drawing toolbar and scroll to view the line below the first paragraph in the document, if necessary.

*Steps*	*Practice Data*
1. Point to the border of the unfilled object you want to select. The mouse pointer changes into a single, white arrow with a black four-headed arrow attached to it.	Point to the line below the first paragraph
2. Click the border of the unfilled object for which you want to change the line color. Selection handles appear around the object.	Click the line
3. Click the arrow on the Line Color button. A color palette appears.	Click the arrow on
4. Select the desired line color. The line color changes accordingly.	Click Red (third row, first color)

Click anywhere in the document to deselect the object.

_{Changing the Dash Style}

d Discussion

You can change the style of an existing line to a dash style. Dash styles break the line into dots or dashes. Dashed lines can help to enhance the appearance of a document or to identify a means of separation.

Changing the dash style


o	When you point to a dash style in the dash style palette, the name of the dash style appears as a ScreenTip.

C Procedures

1. Display the Drawing toolbar.

2. Select the line that contains the style you want to change.

3. Click the Dash Style button .

4. Select the desired dash style.

f Step-by-Step

Change the style of a line to a dash style.

Display the Drawing toolbar and scroll to view the line below the first paragraph in the document, if necessary.

*Steps*	*Practice Data*
1. Point to the line that contains the style you want to change. The mouse pointer changes into a single, white arrow with a black, four-headed arrow attached to it.	Point to line below the first paragraph
2. Click the line that contains the style you want to change. Selection handles appear at each end of the line.	Click the line
3. Click the Dash Style button. A palette of dash styles appears.	Click
4. Select the desired dash style. The desired style is applied to the line.	Click Dash Dot (fifth style from the top)

Click anywhere in the document to deselect the object.

Close DRAW.DOC.

_Exercise

_{Drawing Objects and Lines}

e Task

Enhance the document by adding a 3-D rectangle around the document heading and using a modified line to separate the first paragraph heading from the first paragraph.

1. Open Showcase.

2. Display the Drawing toolbar.

3. Draw a rectangle around the heading Worldwide Sporting Goods Equipment Showcase at the top of the document.

4. Add a 3-D style to the rectangle.

5. Change the fill to No Fill.

6. Adjust the size of the rectangle so that you can read all the text in the heading.

7. Use the 3-D Settings toolbar to change the 3-D color to red.

8. Hide the 3-D Settings toolbar.

9. Draw a line under the heading above the first paragraph.

10. Change the line style to 6 pt.

11. Change the dash style to Square Dot.

12. Hide the Drawing toolbar.

13. Close the document without saving it.

_{Lesson
24 -

Working with Columns}

_{In this lesson, you will
learn how to:}

· Create newspaper columns

· Navigate columns

· Change the number of columns

· Change column width/spacing

· Add a line between columns

· Balance column length

_{Creating Newspaper Columns}

d Discussion

There are some documents that would appear better in a newspaper style column format, such as brochures and newsletters. In this format, text flows down one column to the bottom of the page and then wraps to the top of the next column to the right.

You can apply this format to an existing document, or before you begin typing in a new document. The Columns button on the Standard toolbar allows you to create columns of equal width and spacing using a grid. The Columns dialog box provides more options. In this dialog box you can choose to select one of several preset formats, select the number of columns, adjust the width and spacing of each column, and insert a line between columns.

To apply columns, you must be in Page Layout view. In addition, you can only view newspaper columns when you are in Page Layout view or Print Preview view. In Normal view the text appears as a single narrow column.

Creating newspaper columns


o	To access the Columns dialog box, select the Columns command from the Format menu.

o	The ruler should be displayed when working with columns.

o	You cannot create newspaper columns in headers or footers.

o	You must use Continuous section breaks to mix column and non-column text on the same page.

C Procedures

1. Click and hold the Columns button .

2. Drag to select the desired number of columns.

f Step-by-Step

From the Student Data directory, open COLUMNS.DOC.

Create newspaper columns in a document.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Click and hold the Columns button. A columns grid appears.	Click
2. Drag to select the desired number of columns. The selected number of columns appears highlighted in the grid.	Drag to 3 Columns
3. Release the mouse button. The text appears in the selected number of newspaper columns in the document.	Release the mouse button

_{Navigating Columns}

d Discussion

The quickest way to navigate between newspaper columns is to use the mouse. Using the scroll bars, you simply click in the document to move the insertion point.

In addition, you can use the standard Windows key combinations to navigate the columns. Be aware, however, that the arrow keys may behave differently than you expect at the bottom of a column. For example, you must use the right arrow key to move to the next column at the bottom of the previous column.


o	You can edit text in a column just as you would any other text. If you add or delete text, the text is adjusted automatically.

C Procedures

1. Scroll as necessary to view the columns.

2. Click the mouse in the desired column location.

f Step-by-Step

Navigate columns using the mouse.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Scroll as necessary to view the columns. The screen text moves accordingly.	Scroll as necessary to view the bottom of the middle column
2. Click the mouse in the desired column location. The insertion point appears in the new location.	Click the mouse I-beam pointer in the last line of the far right column

Press [Ctrl+Home] to return to the top of the document.

_{Changing the Number of Columns}

d Discussion

Once a document has been formatted for columns, you may decide that it would appear better if you used more or fewer columns. You can increase or decrease the number of columns as desired. When you perform this task, the text automatically reformats to accommodate the new number of columns.

The number of columns is limited by the size of the work area. This limitation means that a document page set to landscape orientation can have more columns than a page set for portrait orientation.

The Columns dialog box


o	You can return a column document to a single column by clicking the Column button and clicking the 1 Column setting.

C Procedures

1. Select the Format menu.

2. Select the Columns command.

3. Enter the desired value for the number of columns.

4. Select OK.

f Step-by-Step

Change the number of columns.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the Columns command. The Columns dialog box opens.	Click Columns...
3. Enter the desired value for the number of columns. The number appears in the Number of columns spin box and the Preview* box reflects the change.*	Click Number of columns to 2
4. Select OK. The Columns dialog box closes, the number of columns change in the document, and the text automatically adjusts to accommodate the new number of columns.	Click OK

_{Changing Column Width/Spacing}

d Discussion

When columns are created using the Columns button, Word creates columns of equal width. The column width and the space between columns are automatically calculated based on the width of the page and margin size. When you create columns from the Columns dialog box, you can select from several column width and spacing presets.

You can change the width and spacing between the columns of existing columns as desired to improve the appearance of a document. If you want to change a column’s width and/or spacing to an exact measurement, you should use the Columns dialog box. Whenever changes are made, the width and spacing of the other columns are adjusted as necessary to accommodate the page margins.


o	You can use the mouse to resize a column width by dragging the Move Column indicator on the horizontal ruler. This method only affects the associated column.

o	To change the width of individual columns, the Equal column width option must be deselected in the Columns dialog box.

C Procedures

1. Select the Format menu.

2. Select the Columns command.

3. Select the desired Width spin box for the column width you want to change.

4. Type the desired width value.

5. Select the desired Spacing spin box for the spacing you want to change.

6. Type the desired spacing value.

7. Select OK.

f Step-by-Step

Change column width and spacing.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the Columns command. The Columns dialog box opens.	Click Columns...
3. Select the desired Width spin box for the column width you want to change. The current value in the Width* spin box is selected*.	Press [Tab]
4. Type the desired value. The new value appears in the Width* spin box*.	Type *2.5*
5. Select the desired Spacing spin box for the spacing you want to change. The current value in the Spacing* spin box is selected, the width of the other column(s) automatically adjust(s) to accommodate the page margins, and the Preview box reflects the change.*	Press [Tab]
6. Type the desired value. The new value appears in the Spacing* spin box.*	Type .5
7. Select OK. The Columns dialog box closes and the width of the other column(s) automatically adjust to accommodate the page margins.	Click OK

_{Adding a Line between Columns}

d Discussion

You can add a vertical line between columns. Vertical lines between columns may make the text easier to read and enhance the appearance of the document. Adding a vertical line between columns is most often used when columns are of uneven width or there is a small amount of spacing between the columns.

Vertical lines only appear in Print Preview view, Page Layout view, or when the document is printed.


o	If text spills over onto a page and creates a single column of text, the vertical line does not appear on that page.

C Procedures

1. Select the Format menu.

2. Select the Columns command.

3. Select the Line between option.

4. Select the Apply to list.

5. Select the desired option.

6. Select OK.

f Step-by-Step

Add a vertical line between columns.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the Columns command. The Columns dialog box opens.	Click Columns...
3. Select the Line between option. The option is selected and the Preview* box reflects the change.*	Click Line between
4. Select the Apply to list. A list of apply options appears.	Click Apply to
5. Select the desired option. The desired option is selected.	Click Whole document, if necessary
6. Select OK. The Columns dialog box closes and a line appears between the columns.	Click OK

View the document in Print Preview. Close the Preview window.

_{Balancing Column Length}

d Discussion

When using newspaper style columns, the text in the last column on the last page may not fill the page. This option results in an uneven or unbalanced appearance. You can change this factor by balancing the column lengths. Columns are balanced by inserting a continuous break at the end of the columns you want to balance.

The Break dialog box

C Procedures

1. Position the insertion point at the end of the columns you want to balance.

2. Select the Insert menu.

3. Select the Break command.

4. Select the Continuous option under Section breaks.

5. Select OK.

f Step-by-Step

Balance column length in a document.

Switch to Page Layout view, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point at the end of the columns you want to balance. The insertion point is positioned.	Press [Ctrl+End]
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Break command. The Break dialog box opens.	Click Break...
4. Select the Continuous option under Section breaks. The option is selected.	Click Continuous
5. Select OK. The Break dialog box closes and the column lengths are balanced.	Select OK

View the document in Print Preview to see the changes. Notice that the columns are balanced on the last page and that the vertical line appears between the columns. Close Preview window.

Close COLUMNS.DOC.

_Exercise

_{Working with Columns}

e Task

Format text with newspaper columns.

1. Open Newsupd.

2. Switch to Page Layout view, if necessary.

3. Change the format of the document to two columns.

4. Add a vertical line between the two columns.

5. Use a Continuous section break to balance the two columns.

6. View the document in Print Preview in Full Screen mode.

7. Close the document without saving it.

_{Lesson
25 -

Using Mail Merge}

_{In this lesson, you will
learn how to:}

· Work with Mail Merge

· Set View options

· Start Mail Merge

· Create a form letter

· Create a data source

· Add fields

· Remove fields

· Rearrange fields

· Save a data source

· Enter data records

· View the data source

· Insert merge fields

· Preview merged data

· Merge to a new document

· Merge to the printer

_{Working with Mail Merge}

d Discussion

Mail Merge is a quick and easy way to create documents such as form letters. Mail Merge utilizes two types of documents, a main document and a data source. The main document (for example, the form letter) contains the information common to each letter or form. The data source contains the variable information (such as name and address). You only have to type the main document once. When you merge the main document with the variable information, the variable information is inserted into the appropriate location.

In addition to form letters, you can use Mail Merge to print mailing labels and envelopes and to create catalogs. Mail Merge can produce documents in many formats, such as printed letters, files stored to disk to be printed at a later time, fax documents, and electronic mail messages.

The mail merge process involves the following five basic steps:

1. Create or identify the main document.

2. Create or open the data source.

3. Set up the main document.

4. Insert the merge fields into the main document.

5. Perform the merge.

_{Setting View Options}

d Discussion

Before you begin creating a mail merge document, you should set two View options. You should deselect the Field codes option so that the field codes are hidden. In this way, you cannot inadvertently change a field name and the chance of error in the merge process is reduced. In addition, the field codes must be hidden in order to view the merged documents properly.

In addition, you should set the Field shading option to Always. When merge fields are shaded in gray, they are easy to recognize.

Setting View options

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Select the View tab.

4. Under Show, deselect the Field codes option.

5. Select the Field shading list.

6. Select Always.

7. Select OK.

f Step-by-Step

Set View options.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Options command. The Options dialog box opens.	Click Options...
3. Select the View tab. The View* page appears.*	Click the View tab, if necessary
4. Under Show, deselect the Field codes option. The Field codes* option is deselected*.	Click Field codes, if necessary
5. Select the Field shading list. A list of options appears.	Click Field shading
6. Select Always. *Always* appears in the Field shading* box.*	Click Always, if necessary
7. Select OK. The Options dialog box closes and the View options are set.	Click OK

_{Starting Mail Merge}

d Discussion

The Mail Merge Helper dialog box provides options used to create, open, and modify the main document and the data source, as well as options used in the merge itself.

In addition, a message box at the top of the Mail Merge Helper offers suggestions as you proceed through the steps of the merge process.

The Mail Merge Helper dialog box


o	Once you have started the merge process, the Mail Merge toolbar appears. You can open the Mail Merge Helper dialog box at any time by clicking the Mail Merge Helper button on the Mail Merge toolbar.

C Procedures

1. Select the Tools menu.

2. Select the Mail Merge command.

f Step-by-Step

From the Student Data directory, open CANCUN1.DOC.

Start Mail Merge.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools menu appears.	Click Tools
2. Select the Mail Merge command. The Mail Merge Helper dialog box opens.	Click Mail Merge...

_{Creating a Form Letter}

d Discussion

The Mail Merge Helper dialog box informs you that the first step in the merge process is to create or identify the main document. The main document contains the information that is to be common to each individual document.

The following types of documents are available in Mail Merge:

Document Type	Definition
Form Letters	Creates standard form letters
Mailing Labels	Creates mailing and other types of labels
Envelopes	Creates envelopes
Catalog	Creates catalogs, parts lists, membership directories, and other lists of information

C Procedures

1. Under Main document, select Create.

2. Select the type of document you want to create.

3. Select Active Window or New Main Document, as desired.

4. Under Main document, select Edit.

5. Select the main document.

f Step-by-Step

Create a form letter.

*Steps*	*Practice Data*
1. Under Main document, select Create. A list of document types appears.	Click Create
2. Select the type of document you want to create. A Microsoft Word message box opens.	Click Form Letters...
3. Select Active Window or New Main Document, as desired. The Microsoft Word message box closes and the Mail Merge Helper dialog box opens.	Click Active Window
4. Under Main document, select Edit. The file name of the active document appears.	Click Edit
5. Select the main document. The main document and the Mail Merge* toolbar appear.*	Click Form Letter: CANCUN1.DOC

_{Creating a Data Source}

d Discussion

The second step in the merge process is to create or identify the data source. The data source contains the variable information that is inserted into each main document. A data source can be a Word document, a spreadsheet (such as an Excel workbook), a database (such as an Access database), or a delimited ASCII file.

It is helpful to think of the data source as an index card file, with each index card containing one record (that is, all the information about one person, such as name, address, telephone number, etc.). You must enter each record into the data source. When you create a data source in Word, it is saved as a Word table.

Before you create a data source, you must first define what information you want to store in each record. Each individual piece of information in a record is called a field. For example, first name, last name, street, city, etc. are all fields.

C Procedures

1. Click the Mail Merge Helper button .

2. Under Data source, select Get Data.

3. Select Create Data Source.

f Step-by-Step

Create a data source.

*Steps*	*Practice Data*
1. Click the Mail Merge Helper button. The Mail Merge Helper dialog box opens.	Click
2. Under Data source, select Get Data. A list of options appears.	Click Get Data
3. Select Create Data Source. The Create Data Source dialog box opens.	Click Create Data Source...

_{Adding Fields}

d Discussion

When creating a data source, you must first define the necessary data fields. Word provides a list of some commonly used field names. In addition, you can add your own field names to the list, as well as remove field names you do not want.

Adding a field


o	If you have entered an invalid character in the Field name text box (such as a space), the Add Field Name button remains shaded and unavailable until the error is corrected.


x	A field name must begin with a letter, can be no longer than 40 characters, and cannot contain spaces.

C Procedures

1. Type the desired field name in the Field name text box.

2. Select Add Field Name.

f Step-by-Step

Add fields to a data source.

*Steps*	*Practice Data*
1. Type the desired field name in the Field name text box. The name appears in the *Field name* text box.	Type *Region*
2. Select Add Field Name. The new field name appears in the Field names in header row* list box.*	Click Add Field Name

Add another field called Qtr_Sales.

_{Removing Fields}

d Discussion

When you are creating a data source, you can probably use many of the default fields provided by Word. However, you can and should remove fields you do not want.

C Procedures

1. Select the field you want to remove from the Field names in header row list box.

2. Select Remove Field Name.

f Step-by-Step

Remove fields from the data source.

*Steps*	*Practice Data*
1. Select the field you want to remove from the Field names in header row list box. The field name is selected.	Scroll the Field names in header row list box as necessary and click JobTitle
2. Select Remove Field Name. The field name is removed from the Field names in header row* list box and appears in the Field name text box.*	Click Remove Field Name

Remove the following field names: Company, Country, HomePhone, and WorkPhone.

_{Rearranging Fields}

d Discussion

When you have finally added and removed all the desired fields, you should arrange them in the desired order for entering data. For example, if you want to enter the last name into a record before the first name, you should move the LastName field above the FirstName field.

C Procedures

1. Select the field you want to move.

2. Select the appropriate Move button to move the field as necessary.

f Step-by-Step

Rearrange fields in a data source.

*Steps*	*Practice Data*
1. Select the field you want to move. The field name is selected.	Click Region, if necessary
2. Select the appropriate Move button to move the field as necessary. The field name moves up or down accordingly.	Click 5 times

_{Saving a Data Source}

d Discussion

Once you have created the fields for the data source, you must save it before you can begin to enter records.

Once you have saved the data source, it is earmarked as a data source for a mail merge document.

C Procedures

1. Select OK.

2. Type the desired file name in the File name text box.

3. Select Save.

f Step-by-Step

Save a data source.

*Steps*	*Practice Data*
1. Select OK. The Save As dialog box opens.	Click OK
2. Type the desired file name in the File name text box. The name appears in the File name* text box.*	Type *sales1*
3. Select Save. The Save As dialog box closes and a Microsoft Word message box opens.	Click Save

_{Entering Data Records}

d Discussion

After you have saved the data source, you are ready to enter the variable information into each individual record.

Although the Data Form dialog box lists all the fields in the data source in the specified order, it can only display up to nine fields at one time.

Entering data records


o	You can use the [Enter] or [Tab] keys to move to the next field in the Data Form dialog box and the [Shift+Tab] key combination to move to the previous field.

o	When you press [Enter] at the end of a record, the next data record appears.

C Procedures

1. Select Edit Data Source.

2. Type the desired information into the first field.

3. Press [Enter].

4. Continue entering information into the data record(s) as needed.

5. Select OK when you have entered all the desired records.

f Step-by-Step

Enter records into a data source.

*Steps*	*Practice Data*
1. Select Edit Data Source. The Microsoft Word message box closes and the Data Form dialog box opens.	Click Edit Data Source
2. Type the desired information into the first field. The text appears in the first field.	Type *Ms.*
3. Press [Enter]. The insertion point moves to the next field.	Press [Enter]
4. Continue entering information into the data record(s) as needed. The text appears in the data record fields.	Type the information shown below into the data record
5. Select OK when you have entered all the desired records. The Data Form dialog box closes.	Click OK

Complete the first record with the following information, leaving the Address2 field blank:

Field	Record 1
Title	Ms.
FirstName	Elaine
LastName	Franco
Region	Mid-West Region
Address1	389 Oak Lane
Address2
City	Athens
State	OH
PostalCode	08734
Qtr_Sales	23,445

Since you have created separate city, state, and postal code fields, you do not need to enter the comma after the city.

Press [Enter] to display a blank data record and add the following two records to the data source:

Field	Record 2	Record 3
Title	Mr.	Ms.
FirstName	Frank	Jackie
LastName	Wentworth	Livingston
Region	West Coast Region	East Coast Region
Address1	1202 Harrington Way	102 Dove Path
Address2		Apt. 702
City	Sicklerville	New Village
State	PA	NJ
PostalCode	18888	09999
Qtr_Sales	28,450	32,295

_{Viewing the Data Source}

d Discussion

Instead of viewing data records in the Data Form dialog box, you can view them in a Word document if the data source is in Word format.

When you view data records in a Word document, they appear in a table. The first row of the table contains the field names. Usually the column text wraps due to the column width, but this does not affect the way the data looks when merged with the main document.

You can edit data records directly in the table, as well as make changes to the field names. Any changes made appear in the Data Form dialog box as well.

Viewing the data source


o	When you view the data source in Word table format, the Database toolbar appears.

o	After viewing the data source in Word table format, you can click the Data Form button to return to the Data Form dialog box.

C Procedures

1. Click the Edit Data Source button to open the Data Form dialog box.

2. Select View Source.

f Step-by-Step

View the data source in Word table format.

*Steps*	*Practice Data*
1. Click the Edit Data Source button to open the Data Form dialog box. The Data Form dialog box opens.	Click
2. Select View Source. The data source appears in Word table format.	Click View Source

_{Inserting Merge Fields}

d Discussion

The next step in the merge process is to insert the merge fields into the main document.

Merge fields are inserted at the insertion point. When inserted, a merge field is enclosed in chevrons (for example, <<First Name>>), and it may be shaded if the Always View option under Field shading is selected.

You must include the necessary spacing and punctuation before and after merge fields. For example, if you are inserting the City, State, and PostalCode fields in a return address, you must type a comma and a space after the City field and a space after the State field if that is how you want the address to appear.

Viewing inserted merge fields in a document


o	To access the main document from the data source, you can click the Mail Merge Main Document button on the Database toolbar.

C Procedures

1. Select the Mail Merge Main Document button .

2. Position the insertion point where you want to insert the first merge field.

3. Select Insert Merge Field.

4. Select the field you want to insert.

f Step-by-Step

Insert merge fields into the main document.

*Steps*	*Practice Data*
1. Select the Mail Merge Main Document button. The main document appears.	Click
2. Position the insertion point where you want to insert the first merge field. The insertion point moves to the new location.	Press [Ctrl+Home], if necessary
3. Select Insert Merge Field. A list of available merge fields appears.	Click Insert Merge Field
4. Select the field you want to insert. The field appears in the main document at the insertion point.	Click Title

Insert merge fields to create the inside address, as follows, making sure to add punctuation and spacing to your letter as indicated:

<<Title>> <<FirstName>> <<LastName>>

<<Region>>

<<Address1>>

<<Address2>>

<<City>>, <<State>> <<PostalCode>>

Add merge fields to the salutation as follows:

Dear <<Title>> <<LastName>>,

Add a merge field to the fourth sentence in the body of the letter as follows:

Your previous quarterly sales figures totaled $<<Qtr_Sales>>.

_{Previewing Merged Data}

d Discussion

You can preview the main document with the merged data before you actually perform the merge.

Previewing the finished product before printing it is a good idea. For instance, you can use the preview to check the merged document for format and spelling errors.

C Procedures

1. Click the View Merged Data button .

2. Click the Next Record button as desired to view the merged records.

3. Select the First Record button .

4. Select the View Merged Data button .

f Step-by-Step

Preview merged data.

*Steps*	*Practice Data*
1. Click the View Merged Data button. The data from the first record appears in the document.	Click
2. Click the Next Record button as desired to view the merged records. The next merged record appears.	Click twice
3. Select the First Record button. The first merged record appears.	Click
4. Select the View Merged Data button. The merge fields appear in the main document.	Click

_{Merging to a New Document}

d Discussion

When you are ready to perform the actual merge, you can choose to merge to a new document or directly to the printer. It is a good idea to merge to a new document before you print, so that you can review the merged documents and edit them, if necessary. For example, you might want to include an additional paragraph in some letters, or you may find an error in the data record itself.

If you find an error in the main document, you should correct it and then perform the merge again. If you find an error in a data record, you can correct it in the merged document, but you must also correct the data source if you plan to use it for another merge.

The Merge dialog box offers several different merge options:

Option	Description
Merge to	You can choose to merge to a new document, the printer, electronic mail, or electronic fax.
Records to be merged	You can choose to merge all records in the data source or a selected range of records.
When merging records	You can choose whether or not to print blank lines for empty data fields. (This option typically comes into play when some data records have four-line addresses and others have three-line addresses.)
Check Errors	You can check for merge errors.
Query Options	You can sort data records and select specific data records you want to merge.

Merging all records to a new document


o	If you use the Merge to New Document or Merge to Printer buttons available on the Mail Merge toolbar to perform the merge, the Merge dialog box is bypassed and you cannot select any merge options.

C Procedures

1. Select the Mail Merge button .

2. Select the Merge to list.

3. Select New document.

4. Under When merging records, select the desired option.

5. Select Merge.

f Step-by-Step

Merge to a new document.

*Steps*	*Practice Data*
1. Select the Mail Merge button. The Merge dialog box opens.	Click
2. Select the Merge to list. A list of available options appears.	Click Merge to
3. Select New document. New document appears in the Merge to* box*.	Click New document, if necessary
4. Under When merging records, select the desired option. The option is selected.	Click Don’t print blank lines when data fields are empty., if necessary
5. Select Merge. The first merged document appears.	Click Merge

Review the merged letters and close the merged document without saving it.

_{Merging to the Printer}

d Discussion

Once you have reviewed the merged documents, you can merge them directly to the printer. This option allows you to easily print merged documents.


o	If you click the Merge to Printer button, you do not have the opportunity to select options in the Merge dialog box.

C Procedures

1. Click the Mail Merge button .

2. Select the Merge to list.

3. Select Printer.

4. Under When merging records, select the desired option.

5. Select Merge.

6. Select OK.

f Step-by-Step

Merge to the printer.

*Steps*	*Practice Data*
1. Click the Mail Merge button. The Merge dialog box opens.	Click
2. Select the Merge to list. A list of available options appears.	Click Merge to
3. Select Printer. Printer appears in the Merge to box.	Click Printer
4. Under When merging records, select the desired option. The option is selected.	Click Don’t print blank lines when data fields are empty., if necessary
5. Select Merge. The Print dialog box opens.	Click Merge
6. Select OK. The Print dialog box closes and Word sends the merged documents to the printer.	Click OK

Close all open documents without saving them.

_Exercise

_{Performing a Mail Merge}

e Task

Create a form letter using Mail Merge.

1. Open Intrvw1. Display the nonprinting characters, if necessary.

2. Check the View options and ensure that the Field codes option is not selected and Field shading is set to Always.

3. Begin the mail merge.

4. Create a form letter using the active window.

5. Create the data source. Remove all merge fields, except Title, FirstName, LastName, Address1, City, State, and PostalCode. Then, add the following two merge fields: ApptDate and ApptTime.

6. Move the ApptDate field to the top of the list, above Title.

7. Select OK and save the data source as prosp1.

8. Add the following data records to the data source:

Appointment Date:	Addressee:	Appointment time:
October 1, 1997	Mr. John Smith 305 Windsor Drive Media, PA 19107	9:30 AM
October 3, 1997	Ms. Samantha Jones 654 Second Avenue King of Prussia, PA 19406	10:00 AM
October 4, 1997	Mr. George Adams 777 Coldstream Lane Aston, PA 19108	9:45 AM

9. View the data source in Word table format. Then, return to the main document.

10. Position the insertion point in the second line under the date and insert merge fields as follows to create the address:

                  «Title» «FirstName» «LastName»
                  «Address1»
                  «Address2»«City», «State» «PostalCode»

11. Click before the colon in the salutation and add merge fields to create the following salutation:

Dear «Region» «LastName»:

12. In the first paragraph in the body of the letter, add merge fields to the third sentence to create the following sentence:

We have tentatively scheduled a second set of interviews on «Date», at «Date».

13. Preview the merged data.

14. Merge the form letters to a new document. Review the merged document and then close it without saving it.

15. Merge directly to the printer, if available.

16. Close all open documents without saving them.

_{Lesson
26 -

Modifying the Data Source}

_{In this lesson, you will
learn how to:}

· Edit a data source

· Add a data record

· Delete a data record

· Add a data field

· Remove a data field

· Rename a data field

· Sort data records

_{Editing a Data Source}

d Discussion

If the data source contains typing errors or information that needs to be updated, you can edit it.

Since data sources can be large and are often used with more than one main document, you can open a data source without opening a main document. A data source appears in Word table format when you open it independently.

After you have made changes to a data source, you must save the changes before you close it.


o	After you have opened a data source in Word table format, you can select the Data Form button on the Database toolbar to open the Data Form dialog box, if desired.

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. Click the Data Form button .

4. Go to the data record you want to edit.

5. Select the field you want to edit.

6. Select the information you want to change.

7. Enter the desired information.

8. Press [Enter].

9. Continue to edit data as needed.

10. When you have finished editing the data source, select OK.

f Step-by-Step

From the Student Data directory, open SALES2.DOC.

Edit a data source.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the Data Form button. The Data Form dialog box opens.	Click
2. Go to the data record you want to edit. The record appears in the Data Form dialog box.	Click to Frank Wentworth
3. Select the field you want to edit. The insertion point appears in the selected text box.	Click in the Address1 text box
4. Drag to select the information you want to change. The text is highlighted as you drag.	Drag to select 1202 Harrington Way
5. Release the mouse button. The text is selected.	Release the mouse button
6. Enter the desired information. The text appears in the text box.	Type *300 Parkwood Drive*
7. Press [Enter]. The insertion point moves to the next text box.	Press [Enter]
8. Continue to edit data as needed. The data record is edited accordingly.	Enter the information shown below
9. When you have finished editing the data source, select OK. The Data Form dialog box closes and the edited data appears in the Word table.	Click OK

Enter the following information into the record for Frank Wentworth:

Data Field	Edited Data
Address2	Apt. 112
City	Brentwood
State	CA
PostalCode	90213

_{Adding a Data Record}

d Discussion

You can add records to a data source at any time. You may want to add new records if, for instance, you are expanding your mailing list.

After making changes to a data source, you must save the changes before you close the data source.

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. Click the Data Form button .

4. Select Add New.

5. Type the desired information in the first field.

6. Press [Enter].

7. Continue to enter information as needed.

8. When you have finished entering data records, select OK.

f Step-by-Step

Add a data record to a data source.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Data Form button. The Data Form dialog box opens.	Click
2. Select Add New. A blank data record appears.	Click Add New
3. Type the desired information in the first field. The text appears in the first data field.	Type *Mrs.*
4. Press [Enter]. The insertion point moves to the next data field.	Press [Enter]
5. Continue to enter information as needed. The data appears in the data record.	Enter the information shown below
6. When you have finished entering data records, select OK. The Data Form dialog box closes and the new record appears in the Word table.	Click OK

Complete the record with the following information, leaving the Address2 field blank:

Field	Record 1
Title	Mrs.
FirstName	Carla
LastName	Green
Region	Mountain Region
Address1	4356 Wydown Road
Address2
City	Boulder
State	CO
PostalCode	63105
Qtr_Sales	26,300

_{Deleting a Data Record}

d Discussion

You can remove a data record from the data source at any time. For instance, you may want to delete a record from your employee file if the employee no longer works for you and would, therefore, no longer receive your mailings.

After you have made changes to the data source, you must save the changes before you close the data source.


x	You must be careful when deleting records from a data source because Word does not prompt you to confirm the deletion.

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. Click the Data Form button .

4. Go to the data record you want to delete.

5. Select Delete.

6. Select OK.

f Step-by-Step

Delete a data record from a data source.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Data Form button. The Data Form dialog box opens.	Click
2. Go to the data record you want to delete. The data record appears.	Click to Jackie Livingston
3. Select Delete. The data record is deleted.	Click Delete
4. Select OK. The Data Form dialog box closes and the data record is removed from the data source.	Click OK

Close the Data Form dialog box.

_{Adding a Data Field}

d Discussion

You can add data fields to a data source. You may want to add a field if, for instance, you inadvertently omitted one, or if changes made to the main document require one.

You use the Manage Fields dialog box to add new fields to a data source. You can also add a new field to the data source by viewing it as a Word document and inserting a column into the Word table. In this case, you must type the field name into the first cell of the new column.

After you have made changes to a data source, you must save the changes before you close the data source.

Adding a data field to the data source


o	After you have added a new data field, the data source appears in Word table format. You can type the data directly into the Word table, or you can open the Data Form dialog box and type it.

o	You can open the Manage Fields dialog box only when the data source appears in Word table format.

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. Click the Manage Fields button .

4. Type the desired field name.

5. Select Add.

6. Select OK.

f Step-by-Step

Add a data field to a data source.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Manage Fields button. The Manage Fields dialog box opens.	Click
2. Type the desired field name. The name appears in the *Field name* text box.	Type *RepID*
3. Select Add. The field name appears in the Field names in header row* list box.*	Click Add
4. Select OK. The Manage Fields dialog box closes and the field is added to the data source.	Click OK

Scroll as necessary to view the RepID column.

_{Removing a Data Field}

d Discussion

You can remove a data field from a data source at any time. For instance, changes made to the main document may have eliminated the need for a data field.

You can use the Manage Fields dialog box to delete a data field. You can also delete a data field by viewing the data source in Word table format and deleting the appropriate column.

After you have made changes to a data source, you must save the changes before you close the data source.


o	If a field deleted from a data source appears in the main document, you should delete it from the main document as well.

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. Click the Manage Fields button .

4. Select the field you want to remove from the Field names in header row list box.

5. Select Remove.

6. Select Yes.

7. Select OK.

f Step-by-Step

Remove a data field from the data source.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Manage Fields button. The Manage Fields dialog box opens.	Click
2. Select the field you want to remove from the Field names in header row list box. The field is selected.	Scroll as necessary and click RepID
3. Select Remove. A Microsoft Word message box opens, prompting you to confirm the deletion.	Click Remove
4. Select Yes. The Microsoft Word message box closes and the field is removed from the Manage Fields dialog box.	Click Yes
5. Select OK. The Manage Fields dialog box closes and the field is removed from the data source.	Click OK

_{Renaming a Data Field}

d Discussion

You can rename fields in a data source at any time. You may want to rename a data field in order to better identify the information in it.

The Manage Fields dialog box allows you to rename a field.

Renaming a data field


o	After renaming a field, it is a good idea to check for errors in documents that access the modified data source.

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. Click the Manage Fields button .

4. Select the field you want to rename from the Field names in header row list box.

5. Select Rename.

6. Type the desired field name.

7. Select OK.

8. Select OK.

f Step-by-Step

Rename a data field.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Manage Fields button. The Manage Fields dialog box opens.	Click
2. Select the field you want to rename from the Field names in header row list box. The field is selected.	Scroll as necessary and click PostalCode
3. Select Rename. The Rename Field dialog box opens.	Click Rename...
4. Type the desired field name. The name appears in the New field name* text box.*	Type *ZipCode*
5. Select OK. The Rename Field dialog box closes and the renamed field appears in the Field names in header row* list box.*	Click OK
6. Select OK. The Manage Fields dialog box closes and the new field name appears in the data source.	Click OK

_{Sorting Data Records}

d Discussion

You can sort records in a data source on any field, in ascending or descending order. For example, you can sort data records in alphabetical order by the LastName field.

If you have sorted the data source, any merge you perform is sorted in the same order.

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. Place the insertion point anywhere in the column by which you want to sort.

4. Click the Sort Ascending button or the Sort Descending button , as desired.

f Step-by-Step

Sort data records on one field.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. Place the insertion point anywhere in the column by which you want to sort. The insertion point appears in the new location.	Click in the LastName column
2. Click the Sort Ascending button or the Sort Descending button, as desired. The records are sorted accordingly.	Click

Click anywhere to deselect the records. Notice that the records are sorted by last name in ascending order.

Close SALES2.DOC.

_Exercise

_{Modifying a Data Source}

e Task

Edit an existing data source.

1. Open Prosp2.

2. Display the Database toolbar, if necessary.

3. Use the Data Form dialog box to change the address for Samantha Jones to:

89 Baltimore Pike
Philadelphia, PA 19103

4. Add the following new record to the data source:

Addressee:	Appointment Date:	Appointment Time	Work Phone
Ms. Lisa Bonner 278 Roberts Way Bryn Mawr, PA 19010	October 2, 1997	10:00 AM	610-525-9876

5. Delete the record for John Smith.

6. The letter may have one of two signatures, Leonard Parks or Susan Pierce. Add the data field, MetWith, to the data source. Then, add the following information to each data record:

Prospective Hire:	Met With:
Samantha Jones	Leonard Parks
George Adams	Susan Pierce
Lisa Bonner	Susan Pierce

7. Remove the WorkPhone field from the data source.

8. Rename the Apptdate field to Apptday.

9. Sort the data records in ascending order by the LastName field.

10. Close the data source without saving it.

_{Lesson
27 -

Modifying the Main Document}

_{In this lesson, you will
learn how to:}

· Edit the main document

· Check for errors

· Insert new merge fields

· Remove merge fields

· Format merge fields

· Detach a data source

_{Editing the Main Document}

d Discussion

You can modify both text and merge fields in the main document. You can format merge fields (such as adding bold or underline) using the same methods you would use to format normal document text.

If you have added, removed, or renamed data fields in the data source, you may need to correct the merge fields that appear in the main document.

In addition, if you detach the main document from its data source, you can save it as a normal Word document.

_{Checking for Errors}

d Discussion

If you have modified the data source, you can check the main document for errors. Checking for errors corrects and updates the merge fields in the main document. In addition, it verifies that all the merge fields inserted in the main document appear in the data source as well.

For example, if you have renamed a data field that appears in the main document, you can update the merge field name in the main document.

Checking for errors

C Procedures

1. Open the main document.

2. Click the Check for Errors button .

3. Select the Simulate the merge and report errors in a new document. option.

4. Select OK.

5. Select the merge fields list.

6. Select the merge field you want to replace the invalid field.

7. Select OK.

8. Select OK.

f Step-by-Step

From the Student Data directory, open CANCUN3.DOC.

Check for errors in the main document.

*Steps*	*Practice Data*
1. Click the Check for Errors button. The Checking and Reporting Errors dialog box opens.	Click
2. Select the Simulate the merge and report errors in a new document. option. The Simulate the merge and report errors in a new document.* option is selected.*	Click Simulate the merge and report errors in a new document.
3. Select OK. The Invalid Merge Field dialog box opens.	Click OK
4. Select the merge fields list. A list of available merge fields appears.	Click Title
5. Select the merge field you want to replace the invalid field. The merge field appears in the merge fields box.	Scroll as necessary and click ZipCode
6. Select OK. The Invalid Merge Field dialog box closes and a Microsoft Word message dialog box opens.	Click OK
7. Select OK. The Microsoft Word message box closes and the invalid merge field in the main document is replaced.	Click OK

_{Inserting New Merge Fields}

d Discussion

You can insert new merge fields into a main document at any time as long as they appear in the associated data source.

You may want to add merge fields to the main document if changes have been made to the data source, or if you have omitted a field that should have been inserted.

C Procedures

1. Open the main document.

2. Position the insertion point where you want to insert the first merge field.

3. Select Insert Merge Field.

4. Select the desired merge field.

f Step-by-Step

Insert new merge fields.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert the first merge field. The insertion point moves to the new location.	Click in the salutation, after the word Title
2. Select Insert Merge Field. A list of available merge fields appears.	Click Insert Merge Field
3. Select the desired merge field. The merge field appears at the insertion point.	Click FirstName

Add spaces as necessary between the merge fields.

_{Removing Merge Fields}

d Discussion

You can remove merge fields from the main document at any time.

You may want to remove merge fields if you have made changes to the data source, or if you have inserted a merge field you no longer want to use.


x	To select a merge field, you must select the chevrons around it. If you fail to select the chevrons, only the text in the field code is selected, not the merge field itself.

C Procedures

1. Open the main document.

2. Select the merge field you want to remove (including the chevrons).

3. Press [Delete].

f Step-by-Step

Remove merge fields from the main document.

*Steps*	*Practice Data*
1. Select the merge field you want to remove (including the chevrons). The entire field, including both sets of chevrons, is selected.	Double-click a chevron in <<Title>> in the salutation
2. Press [Delete]. The merge field is removed from the main document.	Press [Delete]

Remove the LastName field from the salutation as well as any unnecessary spaces.

_{Formatting Merge Fields}

d Discussion

If you want merged data to be formatted, you can apply the desired formats to the merge field.

For instance, if you add bold to a merge field or underline it, the merged data is bolded or underlined as well.

Formatting a merge field


x	To select a merge field, you must select the chevrons around it. If you fail to select the chevrons, only the text in the field code is selected, not the merge field itself.

C Procedures

1. Open the main document.

2. Select the merge field you want to format (including the chevrons).

3. Apply the desired formatting.

f Step-by-Step

Format a merge field.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the merge field you want to format (including the chevrons). The merge field is selected.	Double-click a chevron in <<Qtr_Sales>>
2. Apply the desired formatting. The formatting is applied to the merge field.	Click

Click the View Merged Data button. Notice that the merged data is bolded.

Click the View Merged Data button again to view the merge fields.

_{Detaching a Data Source}

d Discussion

Once a Word file has been identified as a mail merge document, it remains a mail merge document. When you open the document, the Mail Merge toolbar automatically appears and the main document is attached to its data source.

If you decide at a later date not to use a mail merge document for merges, you can convert it back to a normal Word file. Restoring a main document to normal detaches it from the data source. If merge fields have been inserted, they remain in the document, but you can delete or edit them as desired.

C Procedures

1. Open the main document.

2. Display the Mail Merge toolbar.

3. Click the Mail Merge Helper button .

4. Under Main document, select Create.

5. Select Restore to Normal Word Document.

6. Select Yes.

7. Select Close.

f Step-by-Step

Detach a data source to restore the main document to a normal Word document.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Mail Merge Helper button. The Mail Merge Helper dialog box opens.	Click
2. Under Main document, select Create. A list of options appears.	Click Create
3. Select Restore to Normal Word Document. A Microsoft Word message box opens.	Click Restore to Normal Word Document...
4. Select Yes. The Microsoft Word dialog box closes and the Mail Merger Helper dialog box opens.	Click Yes
5. Select Close. The Mail Merge Helper dialog box closes, the data source is detached, and the main document is restored to a normal Word document.	Click Close

Close CANCUN3.DOC.

_Exercise

_{Modifying the Main Document}

e Task

Make changes to an existing main document.

1. Open Intrvw3.

2. Go to the end of the document and replace the text (your name) with the merge field, MetWith. Then, change Director, Human Resources to Department of Human Resources.

3. Check for merge errors. Notice that the field Apptdate has been changed to Apptday. Replace the merge field in the main document.

4. Replace <<Title>> <<LastName>> in the salutation with <<FirstName>>. Adjust the spacing as necessary.

5. Bold the <<Apptday>> and <<Appttime>> fields.

6. Merge to a new document.

7. Review the merged document.

8. Close the merged document without saving it.

9. Detach Intrvw3 from the data source.

10. Close all open documents without saving them.

_{Lesson
28 -

Creating Mailing Labels}

_{In this lesson, you will
learn how to:}

· Use mailing labels

· Create mailing labels

· Attach a label data source

· Select label options

· Insert label merge fields

· Merge labels to a new document

_{Using Mailing Labels}

d Discussion

You can use Mail Merge to create labels. Since you do not have to use all the fields in a data source, you can use the same data source for both form letters and mailing labels. It is not necessary to create separate data sources for each.

You create labels using the following five steps:

1. Create or identify the main document.

2. Create or open the data source.

3. Set up the main document.

4. Insert the merge fields into the main document.

5. Perform the merge.

To create labels, you must select Mailing Labels as the main document.

_{Creating Mailing Labels}

d Discussion

The first step in creating labels is to create or open the main document. After the main document has been created, you can select which type of labels you want to create. Word offers many standard label sizes.

C Procedures

1. Create a new document.

2. Select the Tools menu.

3. Select the Mail Merge command.

4. Under Main document, select Create.

5. Select Mailing Labels.

6. Select Active Window or New Main Document, as desired.

f Step-by-Step

Create mailing labels.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Mail Merge command. The Mail Merge Helper dialog box opens.	Click Mail Merge...
3. Under Main document, select Create. A list of available main document types appears.	Click Create
4. Select Mailing Labels. A Microsoft Word message box opens.	Click Mailing Labels...
5. Select Active Window or New Main Document, as desired. The Microsoft Word message box closes and the Mail Merge Helper dialog box opens.	Click Active Window

_{Attaching a Label Data Source}

d Discussion

Once you have created the main document for mailing labels, you must create or identify the data source. The data source contains the variable information to be inserted into the labels (such as names and addresses). You can either open an existing data source, or you can create a new one.

After you have selected a data source, you can set up the main document.

C Procedures

1. Open the Mail Merge Helper dialog box.

2. Under Data source, select Get Data.

3. Select Open Data Source.

4. Select the Look in list.

5. Select the drive where the data source is stored.

6. Select the folder where the data source is stored.

7. Select the desired data source.

8. Select Open.

9. Select Set Up Main Document.

f Step-by-Step

Attach a data source.

Open the Mail Merge Helper dialog box, if necessary.

*Steps*	*Practice Data*
1. Under Data source, select Get Data. A list of options appears.	Click Get Data
2. Select Open Data Source. The Open Data Source dialog box opens.	Click Open Data Source...
3. Select the Look in list. A list of available drives appears.	Click Look in
4. Select the drive where the data source is stored. The folders and files in the selected drive appear.	Click the student data drive
5. Select the folder where the data source is stored. The files in the selected folder appear.	Double-click to select the student data folder
6. Select the desired data source. The file name is selected.	Click Contacts
7. Select Open. A Microsoft Word message box opens.	Click Open
8. Select Set Up Main Document. The Microsoft Word message box closes and the Label Options dialog box opens.	Click Set Up Main Document

_{Selecting Label Options}

d Discussion

Once you have attached the data source, you can set up the main document. Before you can set up the main document, however, you must specify which type of labels you want to create and what printer you plan on using.

Selecting label options

C Procedures

1. Under Printer information, select the desired printer type.

2. Select the Tray list.

3. Select the desired option.

4. Select the Label products list.

5. Select the desired option.

6. Select the desired product number from the Product number list.

7. Select OK.

f Step-by-Step

Select label options.

*Steps*	*Practice Data*
1. Under Printer information, select the desired printer type. The printer type is selected.	Click Laser and ink jet, if necessary
2. Select the Tray list. A list of tray options appears.	Click Tray
3. Select the desired option. The tray option appears in the Tray* box.*	Click the option indicated by your instructor
4. Select the Label products list. A list of label products appears.	Click Label products
5. Select the desired option. The label product is selected.	Click Avery standard, if necessary
6. Select the desired product number from the Product number list. The product number is selected.	Scroll as necessary and click 5160 -Address
7. Select OK. The Label Options dialog box closes and the Create Labels dialog box opens.	Click OK

_{Inserting Label Merge Fields}

d Discussion

Instead of inserting merge fields directly in the main document, you insert label merge fields in the Create Labels dialog box.

You must include the desired spacing and punctuation between merge fields. For example, if you insert the Title and LastName fields on the first line, you should include a space between the two merge fields.

Inserting label merge fields

C Procedures

1. Select the Insert Merge Field list.

2. Select the desired merge field.

3. Continue to insert merge fields, spacing, and punctuation as necessary.

4. When you have finished inserting merge fields, select OK.

f Step-by-Step

Insert label merge fields.

*Steps*	*Practice Data*
1. Select the Insert Merge Field list. A list of available merge fields appears.	Click Insert Merge Field
2. Select the desired merge field. The merge field appears in the Sample label* text box*.	Click Title
3. Continue to insert merge fields, spacing, and punctuation as necessary. The merge fields appear in the Sample label* text box.*	Insert the merge fields shown below
4. When you have finished inserting merge fields, select OK. The Create Labels dialog box closes and the Mail Merger Helper dialog box opens.	Click OK

Insert label merge fields to create the following label, pressing [Enter] at the end of each line:

<<Title>> <<FirstName>> <<LastName>>

<<Company>>

<<Address1>>

<<Address2>>

<<City>>, <<State>> <<PostalCode>>

Remember to add spacing and punctuation as needed.

_{Merging Labels to a New Document}

d Discussion

Once you have set up the main document, you are ready to perform the merge.

It is wise to merge to a new document before printing so that you can view the merged document and make any necessary changes. If you find typographic errors, you can correct them in the merged document, but you must also correct them in the data source if you intend to use it again.

Merging labels to a new document

C Procedures

1. Open the Mail Merge Helper dialog box.

2. Under Merge the data with the document, select Merge.

3. Select the Merge to list.

4. Select New document.

5. Select Merge.

f Step-by-Step

Merge labels to a new document.

Open the Mail Merge Helper dialog box, if necessary.

*Steps*	*Practice Data*
1. Under Merge the data with the document, select Merge. The Merge dialog box opens.	Click Merge...
2. Select the Merge to list. A list of options appears.	Click Merge to
3. Select New document. *New document* appears in the Merge to* box.*	Click New document, if necessary
4. Select Merge. The Merge and Mail Merge Helper dialog boxes close and the merged document appears.	Click Merge

Print the labels. Then, close the merged document without saving it.

_Exercise

_{Creating Mailing Labels}

e Task

Create mailing labels.

1. Create a new document.

2. Open the Mail Merge Helper dialog box.

3. Create mailing labels using the active window.

4. Open the data source, Prosp4.

5. Select the Laser and ink jet printer option and the 5161 -Address product number.

6. Insert merge fields to create the following label:

<<Title>> <<FirstName>> <<LastName>>
<<Address1>>
<<City>>, <<State>> <<PostalCode>>

7. Merge the labels to a new document.

8. Review the merged document.

9. Close all open documents without saving them.

_{Lesson
29 -

Creating Envelopes}

_{In this lesson, you will
learn how to:}

· Use envelopes

· Create envelopes

· Attach the envelope data source

· Select envelope options

· Insert envelope merge fields

· Insert a postal bar code

· Merge envelopes to a new document

_{Using Envelopes}

d Discussion

You can use Mail Merge to create envelopes. Since you do not have to use all the fields in a data source, you can use the same data source for both form letters and envelopes. It is not necessary to create separate data sources for each.

You create envelopes using the following five steps:

1. Create or identify the main document.

2. Create or open the data source.

3. Set up the main document.

4. Insert the merge fields into the main document.

5. Perform the merge.

To create envelopes, you must select Envelopes as the main document.

_{Creating Envelopes}

d Discussion

The first step in creating envelopes is to create or open the main document. After the main document has been created, you can select the size and type of envelopes you plan on using. Word offers a variety of standard envelope sizes.

C Procedures

1. Create a new document.

2. Select the Tools menu.

3. Select the Mail Merge command.

4. Under Main document, select Create.

5. Select Envelopes.

6. Select Active Window or New Main Document, as desired.

f Step-by-Step

Create an envelope.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Mail Merge command. The Mail Merge Helper dialog box opens.	Click Mail Merge...
3. Under Main document, select Create. A list of available main document types appears.	Click Create
4. Select Envelopes. A Microsoft Word message box opens.	Click Envelopes...
5. Select Active Window or New Main Document, as desired. The Microsoft Word message box closes and the Mail Merge Helper dialog box opens.	Click Active Window

_{Attaching the Envelope Data Source}

d Discussion

Once you have created the envelope main document, the next step is to get the information for your envelopes (such as names and addresses) from the data source. You can either open an existing data source, or you can create a new one.

After you select the data, you can immediately proceed to setting up the main document.

C Procedures

1. Open the Mail Merge Helper dialog box.

2. Under Data source, select the Get Data list.

3. Select Open Data Source.

4. Select the Look in list.

5. Select the drive where the data source is stored.

6. Select the folder where the data source is stored.

7. Select the desired data source.

8. Select Open.

9. Select Set Up Main Document.

f Step-by-Step

Attach the envelope data source.

Open the Mail Merge Helper dialog box, if necessary.

*Steps*	*Practice Data*
1. Under Data source, select the Get Data list. A list appears of options appears.	Click Get Data
2. Select Open Data Source. The Open Data Source dialog box opens.	Click Open Data Source...
3. Select the Look in list. A list of available drives appears.	Click Look in
4. Select the drive where the data source is stored. The folders and files in the selected drive appear.	Click the student data drive
5. Select the folder where the data source is stored. The files in the selected folder appear.	Double-click to select the student data folder
6. Select the desired data source. The file name is selected.	Click Contact2
7. Select Open. The Open Data Source dialog box closes and a Microsoft Word message box opens.	Click Open
8. Select Set Up Main Document. The Microsoft Word message box closes and the Envelope Options dialog box opens.	Click Set Up Main Document

_{Selecting Envelope Options}

d Discussion

Once you have attached the data source, you can set up the main document. In order to set up the main document, you must first specify what type of envelope you want to use. You can also select font sizes and positions for both the delivery and return addresses. On the Printing Options page of the Envelope Options dialog box, you can select the desired printer feed method and the location of the envelopes.

Selecting envelope options

C Procedures

1. Select the Envelope size list.

2. Select the desired envelope size.

3. Select OK.

f Step-by-Step

Select envelope options.

*Steps*	*Practice Data*
1. Select the Envelope size list. A list of available envelope sizes appears.	Click Envelope size
2. Select the desired envelope size. The envelope size appears in the Envelope size* box.*	Click Monarch
3. Select OK. The Envelope Options dialog box closes and the Envelope address dialog box opens.	Click OK

_{Inserting Envelope Merge Fields}

d Discussion

Once you have selected the envelope options, you must insert the merge fields. Instead of inserting merge fields directly into the main document, you insert them into the Envelope address dialog box. You must include any necessary spacing and punctuation.

Inserting envelope merge fields

C Procedures

1. Select the Insert Merge Field list.

2. Select the desired merge field.

3. Continue to insert merge fields, adding any necessary spacing and punctuation.

f Step-by-Step

Insert envelope merge fields.

*Steps*	*Practice Data*
1. Select the Insert Merge Field list. A list of available merge fields appears.	Click Insert Merge Field
2. Select the desired merge field. The merge field appears in the Sample* envelope address text box.*	Click Title
3. Continue to insert merge fields, adding any necessary spacing and punctuation. The merge fields appear in the Sample* envelope address text box.*	Insert the merge fields shown below

Insert merge fields to create the following envelope, pressing [Enter] at the end of each line:

<<Title>> <<FirstName>> <<LastName>>

<<JobTitle>>

<<Company>>

<<Address1>>

<<Address2>>

<<City>>, <<State>> <<PostalCode>>

Enter any necessary spacing and punctuation. Do not select OK after you have finished inserting all the fields.

_{Inserting a Postal Bar Code}

d Discussion

You can insert a U.S. Postal Service POSTNET bar code on envelopes or on labels. This code is used by computer scanners to sort envelopes by address. The bars in the bar code represent the street address and the ZIP code.

Inserting a postal bar code


o	If you do not insert a postal bar code when you create the envelope main document, you must create a new envelope main document in order to add it at a later date.

C Procedures

1. Select Insert Postal Bar Code.

2. Select the Merge field with ZIP code list.

3. Select the merge field containing the ZIP code.

4. Select the Merge field with street address list.

5. Select the merge field containing the street address.

6. Select OK.

7. Select OK.

f Step-by-Step

Insert a postal bar code.

*Steps*	*Practice Data*
1. Select Insert Postal Bar Code. The Insert Postal Bar Code dialog box opens.	Click Insert Postal Bar Code...
2. Select the Merge field with ZIP code list. A list of available merge fields appears.	Click Merge field with ZIP code
3. Select the merge field containing the ZIP code. The merge field appears in the Merge field with ZIP code* box.*	Scroll as necessary and click PostalCode
4. Select the Merge field with street address list. A list of available merge fields appears.	Click Merge field with street address
5. Select the merge field containing the street address. The merge field appears in the Merge field with street address* box.*	Click Address1
6. Select OK. The Insert Postal Bar Code dialog box closes and Delivery point barcode will print here!* appears at the top of the Sample envelope address text box.*	Click OK
7. Select OK. The Envelope address dialog box closes and the Mail Merge Helper dialog box opens.	Click OK

_{Merging Envelopes to a New
Document}

d Discussion

Once you have set up the envelope main document, you are ready to perform the merge.

It is wise to merge to a new document before printing so that you can view the merged data and make any necessary changes.

Once you have reviewed the merged document and are satisfied with it, you can print the envelopes. Unless you want to use the merged document again, you can close it without saving it.

Merging envelopes to a new document

C Procedures

1. Open the Mail Merge Helper dialog box.

2. Under Merge the data with the document, select Merge.

3. Select the Merge to list.

4. Select New document.

5. Select Merge.

f Step-by-Step

Merge envelopes to a new document.

Open the Mail Merge Helper dialog box, if necessary.

*Steps*	*Practice Data*
1. Under Merge the data with the document, select Merge. The Merge dialog box opens.	Click Merge...
2. Select the Merge to list. A list of options appears.	Click Merge to
3. Select the New document option. *New document* appears in the Merge to* box.*	Click New document, if necessary
4. Select Merge. The Merge and the Mail Merge Helper dialog boxes close and the merged document appears.	Click Merge

Click the Print Preview button. After you have reviewed the envelopes, exit print preview.

Close all open documents without saving them.

_Exercise

_{Merging to Envelopes}

e Task

Merge to envelopes.

1. Create a new document.

2. Open the Mail Merger Helper dialog box.

3. Create envelopes in the active window.

4. Open the data source, Prosp5.

5. Select OK to accept the default envelope options.

6.   Insert merge fields to create the following address:

      <<Title>> <<FirstName>> <<LastName>>
      <<Address1>>
      <<City>>, <<State>> <<PostalCode>>

7. Add the postal bar code.

8. Merge the envelopes to a new document.

9. Preview the merged document.

10. Close all open documents without saving them.

_{Lesson
30 -

Selecting/Sorting Records}

_{In this lesson, you will
learn how to:}

· Merge a range of records

· Filter data records

· Use multiple filters

· Sort the merged document

· Sort by multiple fields

_{Merging a Range of Records}

d Discussion

If you do not want to merge all the records in the data source, you can select a range of records to merge.

For example, you may want to send form letters to the first fifteen people on a mailing list containing a hundred names, or you may want to merge a data source in segments in order to stagger the mailings (i.e., print and mail the first ten records, then the next ten, etc.).

If you view the data source in Word table format, the top row of the table contains the merge field names. The first record appears in the second row; the second record is located in the third row, etc.

To choose a range of records to merge, you must specify the desired record numbers in the Merge dialog box.

Merging a range of records

C Procedures

1. Open the main document.

2. Click the Mail Merge button .

3. Under Records to be merged, select the From option.

4. Type the number of the first record in the desired range.

5. Select the To text box.

6. Type the number of the last record in the desired range.

7. Select Merge.

f Step-by-Step

From the Student Data directory, open EQUIPMT7.DOC.

Merge a range of records.

Display the Mail Merge toolbar, if necessary

*Steps*	*Practice Data*
1. Click the Mail Merge button. The Merge dialog box opens.	Click
2. Under Records to be merged, select the From option. The insertion point appears in the From* text box.*	Click From
3. Type the number of the first record in the desired range. The record number appears in the From* text box.*	Type 1
4. Select the To text box. The insertion point appears in the To text box.	Press [Tab]
5. Type the number of the last record in the desired range. The record number appears in the To text box.	Type 3
6. Select Merge. The Merge dialog box closes and the merged document appears.	Click Merge

Review the merged document and then close it without saving it.

Merge all records to a new document. Then, close the merged document without saving it.

_{Filtering Data Records}

d Discussion

To merge specific records, you can use query options to filter the records in the data source.

For example, you may want to send a mailing only to those people in a certain ZIP code or only to those customers with an account balance over a certain amount.

A query consists of the following three components:

Query Component	Definition
Field	The field that is queried. For example, to send a mailing only to those people in a certain ZIP code, the query field is the field containing the ZIP code.
Comparison	The operator used to compare the Field value to the Compare To value. The available comparison operators are: Equal to, Not equal to, Less than, Greater than, Less than or equal, Greater than or equal, is blank, or is not blank.
Compare to	The value for which you are searching (for example, a specific ZIP code).

Filtering data records

C Procedures

1. Open the main document.

2. Click the Mail Merge button .

3. Select Query Options.

4. Select the Filter Records tab.

5. Select the Field list.

6. Select the desired field.

7. Select the Comparison list.

8. Select the desired comparison operator.

9. Select the Compare to text box.

10. Type the desired search criterion.

11. Select OK.

12. Select Merge.

f Step-by-Step

Filter data records using query options.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Mail Merge button. The Merge dialog box opens.	Click
2. Select Query Options. The Query Options dialog box opens.	Click Query Options...
3. Select the Filter Records tab. The Filter Records* page appears.*	Click the Filter Records tab, if necessary
4. Select the Field list. A list of available merge fields appears.	Click Field
5. Select the desired field. The merge field appears in the *Field* box.	Click LastName
6. Select the Comparison list. A list of available comparison operators appears.	Click Comparison
7. Select the desired comparison operator. The comparison operator appears in the *Comparison* box.	Click Greater than
8. Select the Compare to text box. The insertion point appears in the Compare to* text box.*	Press [Tab]
9. Type the desired search criterion. The criterion appears in the Compare to* text box.*	Type D
10. Select OK. The Query Options dialog box closes and the Merge dialog box opens.	Click OK
11. Select Merge. The Merge dialog box closes and the merged document appears.	Click Merge

Review the merged document. Notice that all the records start with the letter E or above. Close the document without saving it.

Merge all the records in the West Coast region to a new document. Review the merged document and then close it without saving it.

_{Using Multiple Filters}

d Discussion

You can use the And and Or operators to define multiple filter criteria.

The And operator selects those records that meet all the defined criteria. For example, if you specify State Equal to PA AND LastName Equal to Smith, Word selects only those records for Smiths living in Pennsylvania.

The Or operator selects records that meet at least one of the defined criteria. For example, if you specify State Equal to PA OR LastName Equal to Smith, Word selects all records in which either the state is Pennsylvania or the last name is Smith.

Using multiple filters

C Procedures

1. Open the main document.

2. Click the Mail Merge button .

3. Select Query Options.

4. Select the Filter Records tab.

5. Select Clear all to clear any previous filters.

6. Select the Field list.

7. Select the desired merge field.

8. Select the Comparison list.

9. Select the desired comparison operator.

10. Select the Compare to text box.

11. Type the desired search criterion.

12. Select the And list on the second line.

13. Select the desired And or Or operator.

14. Select the Field list on the same line.

15. Select the desired merge field.

16. Type the desired search criterion.

17. Select OK.

18. Select Merge.

f Step-by-Step

Use multiple filters to select records.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Mail Merge button. The Merge dialog box opens.	Click
2. Select Query Options. The Query Options dialog box opens.	Click Query Options...
3. Select the Filter Records tab. The Filter Records* page appears*	Click the Filter Records tab, if necessary
4. Select Clear all to clear any previous filters. All previous filters are cleared.	Click Clear all
5. Select the Field list. A list of available merge fields appears.	Click Field
6. Select the desired merge field. The merge field appears in the *Field* box.	Scroll as necessary and click State
7. Select the Comparison list. A list of available comparison operators appears.	Click Comparison
8. Select the desired comparison operator. The comparison operator appears in the *Comparison* box.	Click Equal to, if necessary
9. Select the Compare to text box. The insertion point appears in the Compare to* text box.*	Press [Tab]
10. Type the desired search criterion. The criterion appears in the Compare to* text box.*	Type PA
11. Select the And list on the second line. *And* and Or appear on the list.	Click And
12. Select the desired And or Or operator. The selected operator appears in the box.	Click Or
13. Select the Field list on the same line. A list of available merge fields appears.	Click Field
14. Select the desired merge field. The merge field appears in the Field* box and the insertion point appears in the* *Compare to* text box.	Scroll as necessary and click State
15. Type the desired search criterion. The text appears in the Compare to text box.	Type NJ
16. Select OK. The Query Options dialog box closes and the Merge dialog box opens.	Click OK
17. Select Merge. The Merge dialog box closes and the merged document appears.	Click Merge

Review the merged document and close it without saving it.

Merge all records in which the region is either West Coast or East Coast to a new document. Review the merged document and then close it without saving it.

_{Sorting the Merged Document}

d Discussion

You can sort the data source by any field. For example, you may wish to sort records in alphabetical order by the LastName field or in chronological order by the BirthDate field.

Sorting the merged document

C Procedures

1. Open the main document.

2. Click the Mail Merge button .

3. Select Query Options.

4. Select the Filter Records tab.

5. Select Clear all to clear any previous filters.

6. Select the Sort Records tab.

7. Select the Sort by list.

8. Select the desired merge field.

9. Select the desired sort order.

10. Select OK.

11. Select Merge.

f Step-by-Step

Sort the merged document.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Mail Merge button. The Merge dialog box opens.	Click
2. Select Query Options. The Query Options dialog box opens.	Click Query Options...
3. Select the Filter Records tab. The Filter Records* page appears.*	Click the Filter Records tab, if necessary
4. Select Clear all to clear any previous filters. All previous filters are cleared.	Click Clear all
5. Select the Sort Records tab. The *Sort Records* page appears.	Click the Sort Records tab
6. Select the Sort by list. A list of available merge fields appears.	Click Sort By
7. Select the desired merge field. The merge field appears in the Sort by* box.*	Scroll as necessary and click Region
8. Select the desired sort order. The sort order is selected.	Click Ascending, if necessary
9. Select OK. The Query Options dialog box closes and the Merge dialog box opens.	Click OK
10. Select Merge. The Merge dialog box closes and the merged document appears.	Click Merge

Review the merged document and then close it without saving it.

_{Sorting by Multiple Fields}

d Discussion

You can further define a sort by sorting by more than one field. For example, if you have several people named Smith in a data source, you can sort first by the last name and then by the first name.

Sorting records by more than one field

C Procedures

1. Open the main document.

2. Click the Mail Merge button .

3. Select Query Options.

4. Select the Filter Records tab.

5. Select Clear all.

6. Select the Sort Records tab.

7. Select the Sort by list.

8. Select the first merge field by which you want to sort.

9. Select the desired sort order.

10. Select the upper Then by list.

11. Select the second merge field by which you want to sort.

12. Select the desired sort order for the second merge field.

13. Select the lower Then by list.

14. Select the third merge field by which you want to sort.

15. Select the desired sort order for the third merge field.

16. Select OK.

17. Select Merge.

f Step-by-Step

Sort by multiple fields.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Mail Merge button. The Merge dialog box opens.	Click
2. Select Query Options. The Query Options dialog box opens.	Click Query Options...
3. Select the Filter Records tab. The Filter Records page appears.	Click the Filter Records tab, if necessary
4. Select Clear all. All previous filters are cleared.	Click Clear all
5. Select the Sort Records tab. The Sort Records* page appears*.	Click the Sort Records tab
6. Select the Sort by list. A list of available merge fields appears.	Click Sort by
7. Select the first merge field by which you want to sort. The merge field appears in the Sort by* box.*	Scroll as necessary and click Region
8. Select the desired sort order. The sort order is selected.	Click Ascending, if necessary
9. Select the upper Then by list. A list of available merge fields appears.	Click Then by
10. Select the second merge field by which you want to sort. The merge field appears in the upper Then by* box.*	Scroll as necessary and click State
11. Select the desired sort order for the second merge field. The sort order is selected.	Click Ascending, if necessary
12. Select the lower Then by list. A list of available merge fields appears.	Click Then by
13. Select the third merge field by which you want to sort. The merge field appears in the lower Then by* box.*	Scroll as necessary and click City
14. Select the desired sort order for the third merge field. The sort order is selected.	Click Ascending, if necessary
15. Select OK. The Query Options dialog box closes and the Merge dialog box opens.	Click OK
16. Select Merge. The Merge dialog box closes and the merged document appears.	Click Merge

Review the merged document. Then, close all open documents without saving them.

_Exercise

_{Selecting and Sorting Records}

e Task

Sort and select specific records to be merged. Create a new form letter by editing an existing one.

1. Open Equipex.

2. Merge only the first two records to a new document. Review the merged document to verify that only two records merged and then close the merged document without saving it.

3. Open the Merge dialog box and select the All option. Then, select Query Options.

4. Sort in ascending order by state and then by city. Merge to a new document.

5. Review the merged document and then close it without saving it.

6. Sort the records in ascending order first by the region, then by the last name, and then by the first name. Merge to a new document.

7. Review the merged document and then close it without saving it.

8. Edit the main document as follows:

Replace:	With:
You are invited to attend our	You have not responded to our invitation to the
Join over	You must reply within 10 days in order to join over
We look forward to seeing you there.	We look forward to hearing from you.

9. Save the document as equipnew.

10. Use query options to send the modified form letter only to those sales representatives in the West Coast region. Merge to a new document.

11. Review the merged document and then close it without saving it.

12. Use query options to send the modified form letter only to those representatives in the Mid-West region and who live in the state of Ohio. (Use OH for the state criteria.) Merge to a new document.

13. Review the merged document and then close it without saving it.

14. Use query options to send the modified form letter to all representatives in either the West Coast or Mid-West regions. Merge to a new document.

15. Review the merged document.

16. Close all open documents without saving them.

_{Lesson
31 -

Creating Catalogs}

_{In this lesson, you will
learn how to:}

· Use catalogs

· Create a catalog

· Attach a catalog data source

· Insert catalog merge fields

· Merge a catalog to a new document

_{Using Catalogs}

d Discussion

In addition to form letters, mailing labels, and envelopes, you can create catalogs or lists with Mail Merge. Unlike a form letter which merges only one record per page, a catalog merges multiple records on the same page. The Catalog feature is good not only for creating actual catalogs, but also for creating lists.

You create catalogs using the following four steps:

1. Create or identify the main document.

2. Create or open the data source document.

3. Insert the merge fields into the main document.

4. Perform the merge.

_{Creating a Catalog}

d Discussion

The first step in creating a catalog is to create or open the main document.

A catalog may require quite a bit more formatting than the other types of merge documents.

C Procedures

1. Create a new document.

2. Select the Tools menu.

3. Select the Mail Merge command.

4. Under Main document, select Create.

5. Select Catalog.

6. Select Active Window or New Main Document, as desired.

f Step-by-Step

Create a catalog in the active window.

Create a new document, if necessary. Format it with two columns.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Mail Merge command. The Mail Merge Helper dialog box opens.	Click Mail Merge...
3. Under Main document, select Create. A list of main document types appears.	Click Create
4. Select Catalog. A Microsoft Word message box opens.	Click Catalog...
5. Select Active Window or New Main Document, as desired. The Microsoft Word message box closes and the Mail Merge Helper dialog box opens.	Click Active Window

_{Attaching a Catalog Data Source}

d Discussion

Once you have created the main document, you must attach the data source. You can either open an existing data source, or you can create a new one.

After you have attached the data source, you set up the main document.

C Procedures

1. Open the Mail Merge Helper dialog box.

2. Under Data source, select the Get Data list.

3. Select Open Data Source.

4. Select the Look in list.

5. Select the drive where the data source is stored.

6. Select the folder where the data source is stored.

7. Select the desired data source.

8. Select Open.

9. Select Edit Main Document.

f Step-by-Step

Attach a catalog data source.

Open the Mail Merge Helper dialog box, if necessary.

*Steps*	*Practice Data*
1. Under Data source, select the Get Data list. A list of options appears.	Click Get Data
2. Select Open Data Source. The Open Data Source dialog box opens.	Click Open Data Source...
3. Select the Look in list. A list of available drives appears.	Click Look in
4. Select the drive where the data source is stored. The folders and files in the selected drive appear.	Click the student data drive
5. Select the folder where the data source is stored. The files in the selected folder appear.	Double-click to select the student data folder
6. Select the desired data source. The file name is selected.	Click Cust
7. Select Open. The Open Data Source dialog box closes and a Microsoft Word message box opens.	Click Open
8. Select Edit Main Document. The Microsoft Word message box and the Mail Merge Helper dialog box close.	Click Edit Main Document

_{Inserting Catalog Merge Fields}

d Discussion

Once you have attached the data source, you can insert merge fields into the main document. You must add any necessary spacing and punctuation.

C Procedures

1. Display the Mail Merge toolbar.

2. Position the insertion point where you want to insert the first merge field.

3. Select Insert Merge Field.

4. Select the merge field you want to insert.

f Step-by-Step

Insert catalog merge fields.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert the first merge field. The insertion point appears in the new location.	Press [Ctrl+Home], if necessary
2. Select Insert Merge Field. A list of available merge fields appears.	Click Insert Merge Field
3. Select the merge field you want to insert. The merge field appears in the document at the insertion point.	Click LastName

Insert additional merge fields to create the following entry:

<<LastName>>, <<FirstName>>

<<Company>>

<<Address1>>

<<City>>, <<State>> <<PostalCode>>

<<WorkPhone>>

Add punctuation and spacing as needed. Press [Enter] three times after the <<WorkPhone>> line.

_{Merging a Catalog to a New Document}

d Discussion

Once you have set up the main document and attached the data source, you are ready to perform the merge.

It is wise to merge to a new document before printing so that you can view the merged document and make any necessary changes.

Once you have reviewed the merged document and are satisfied with it, you can print it.

Merging a catalog to a new document

C Procedures

1. Display the Mail Merge toolbar.

2. Click the Mail Merge button .

3. Select the Merge to list.

4. Select New document.

5. Under When merging records, select the desired option.

6. Select Merge.

f Step-by-Step

Merge a catalog to a new document.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Mail Merge button. The Merge dialog box opens.	Click
2. Select the Merge to list. A list of options appears.	Click Merge to
3. Select New document. New document appears in the Merge to* box*.	Click New document
4. Under When merging records, select the desired option. The option is selected.	Click Don’t print blank lines when data fields are empty., if necessary
5. Select Merge. The Merge dialog box closes and the merged document appears.	Click Merge

Switch to Page Layout view, if necessary. Notice that the merged data appears in two columns.

Close all open documents without saving them.

_Exercise

_{Merging to a Catalog}

e Task

Create a catalog of products using Mail Merge.

1. Open Catalog.

2. Use Mail Merge to create a catalog in the active window.

3. Open the data source, Prod, and edit the main document.

4. Position the insertion point two lines above the text Description and insert the <<Name>> merge field. Format it as bold and 14 points.

5. At the end of the Description line, insert the <<Features>> merge field.

6. At the end of the Weight line, insert the <<Wght>> merge field.

7. At the end of the Order Number line, insert the <<OrderNo>> merge field.

8. At the end of the Price line, insert the <<Price>> merge field.

9. Merge the catalog to a new document.

10. Review the merged document in Page Layout view.

11. Close all open documents without saving them.

_{Lesson
32 -

Using an External Data Source}

_{In this lesson, you will
learn how to:}

· Work with external data sources

· Attach an Excel data source

· View an external data source

· Insert external data records

_{Working with External Data Sources}

d Discussion

You can use a data source created in another application (such as an Access database or an Excel worksheet). In this way, you can utilize existing data stored in another application, eliminating the need to create an additional data source in Word. In order to use a data source created in another application, it must be set up in tabular format (like a table or a database) and the field names must appear in the first row.

Word can convert data from other applications into Word format. However, some of the file converters used by Word have limitations. For example, an Excel worksheet can be opened by Word, but Word cannot save it in Excel format.

Word supplies file format converters for a wide variety of applications, including WordPerfect, WordStar, Excel, Word for the Macintosh, Write for Windows, Microsoft Works, and Lotus 1-2-3. In addition, Word provides several plain text converters, including MS-Text Only and Rich Text Format.


o	For a complete listing of all file converters supplied with Word, review the help topic, File format converters supplied with Microsoft Word.

_{Attaching an Excel Data Source}

d Discussion

You can use a file created in another application as a data source.

The external data source must be organized in a series of columns, either in table format, worksheet format, or as fields separated by delimiters (such as tabs). The first row of the file should contain the field names.

Attaching an Excel data source

C Procedures

1. Open the main document.

2. Display the Mail Merge toolbar

3. Click the Mail Merge Helper button .

4. Under Data source, select Get Data.

5. Select Open Data Source.

6. Select the Look in list.

7. Select the drive where the data source is stored.

8. Select the folder where the data source is stored.

9. Select the Files of type list.

10. Select the desired file type.

11. Select the desired data source.

12. Select the Select method option.

13. Select Open.

14. Select Microsoft Excel Worksheet via Converter (*.xls,*.xlw) from the Open Data Source list box.

15. Select OK.

16. Select the Format for Mail Merge option.

17. Select OK.

f Step-by-Step

From the Student Data directory, open MEMO7.DOC.

Attach an Excel data source.

Display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Mail Merge Helper button. The Mail Merge Helper dialog box opens.	Click
2. Under Data source, select Get Data. A list of options appears.	Click Get Data
3. Select Open Data Source. The Open Data Source dialog box opens.	Click Open Data Source...
4. Select the Look in list. A list of available drives appears.	Click Look in
5. Select the drive where the data source is stored. A list of available folders appears.	Click the student data drive
6. Select the folder where the data source is stored. A list of available files appears.	Double-click to select the student data folder
7. Select the Files of type list. A list of available file types appears.	Click Files of type
8. Select the desired file type. The file type appears in the Files of type* box.*	Click MS Excel Worksheets
9. Select the desired data source. The file name is selected.	Click Repsxl
10. Select the Select method option. The Select method* option is selected.*	Click Select method
11. Select Open. The Open Data Source dialog box closes and the Confirm Data Source dialog box opens.	Click Open
12. Select *Microsoft Excel Worksheet via Converter (.xls,.xlw)* from the Open Data Source list box. **Microsoft Excel Worksheet via Converter (.xls,.xlw)** is selected.	Click *Micro Excel Worksheet via Converter (.xls,.xlw)*
13. Select OK. The Confirm Data Source dialog box closes and the Open Worksheet dialog box opens.	Click OK
14. Select the Format for Mail Merge option. The Format for Mail Merge* option is selected.*	Click Format for Mail Merge
15. Select OK. The Open Worksheet dialog box closes and the Mail Merge Helper dialog box opens.	Click OK

Notice that the Mail Merge Helper dialog box indicates that the main document is now attached to the Excel worksheet.

_{Viewing an External Data Source}

d Discussion

Once you have attached a data source from another application, it is a good idea to review its contents. You should verify that the data in it is complete and that all the necessary merge fields have been included. If you see any errors, you can make modifications to the external file as you would in a Word data source.

Word uses the column labels in the external data source as merge field names. You can view the data in either the Data Form dialog box or Word table format.

After you have checked the data and are satisfied with it, you can save it in Word table format, if desired.

C Procedures

1. Open the Mail Merge Helper dialog box.

2. Display the Mail Merge toolbar.

3. Under Data source, select Edit.

4. Select the desired data source.

5. Scroll the data source to review the data records.

6. Select View Source.

f Step-by-Step

View an external data source.

Open the Mail Merge Helper dialog box and display the Mail Merge toolbar, if necessary.

*Steps*	*Practice Data*
1. Under Data source, select Edit. The file name of the data source appears.	Click Edit
2. Select the desired data source. The Data Form dialog box opens.	Click REPSXL.XLS
3. Scroll the data source to review the data records. Each data record appears in turn.	Click as needed
4. Select View Source. The data source appears in Word table format.	Click View Source

Save the external data source as a Word document named repsnew.

Close MEMO7.DOC and REPSNEW.DOC.

_{Inserting External Data Records}

d Discussion

You can add data records that already exist in another application (such as an Excel worksheet) to an existing data source. You can insert data extracted from the external data source directly into the Word data source.

You can add or replace data records in an existing Word data source. If you are adding records, the file from which you are extracting data must be set up with the same number of columns as the Word data source in order for the fields to line up properly. If you are replacing existing data records, the order of the columns does not matter.

Inserting external data records

C Procedures

1. Open the data source.

2. Display the Database toolbar.

3. To add records to an existing Word data source, position the insertion point directly below the last row of the table.

4. Select the Insert Database button .

5. Under Data source, select Get Data.

6. Select the Look in list.

7. Select the drive where the data source is stored.

8. Select the folder where the data source is stored.

9. Select the Files of type list.

10. Select the desired file type.

11. Select the desired data source.

12. Select the Select method option.

13. Select Open.

14. Select Microsoft Excel Worksheet via Converter (*.xls,*.xlw) from the Open Data Source list box.

15. Select OK.

16. Select the Format for Mail Merge option.

17. Select OK.

18. Under Data options, select Query Options.

19. Select the Select Fields tab.

20. Deselect the Include field names option.

21. Select OK.

22. Under Insert the Data into the Document, select Insert Data.

23. Under Insert records, select the desired option.

24. Select OK.

f Step-by-Step

From the Student Data directory, open REPSNEW2.DOC.

Insert data records from an external data source.

Display the Database toolbar, if necessary.

*Steps*	*Practice Data*
1. To add records to an existing Word data source, position the insertion point directly below the last row of the table. The insertion point appears in the new location.	Click below the last row of the table
2. Click the Insert Database button. The Database dialog box opens.	Click
3. Under Data source, select Get Data. The Open Data Source dialog box opens.	Click Get Data...
4. Select the Look in list. A list of available drives appears.	Click Look in
5. Select the drive where the data source is stored. The folders and files in the selected drive appear.	Click the student data drive
6. Select the folder where the data source is stored. The files in the selected folder appear.	Double-click to select the student data folder
7. Select the Files of type list. A list of available file types appears.	Click Files of type
8. Select the desired file type. The file type appears in the *Files of type* box.	Click MS Excel Worksheets
9. Select the desired data source. The file name is selected.	Click Reps2xl
10. Select the Select method option. The Select method option is selected.	Click Select method
11. Select Open. The Open Data Source dialog box closes and the Confirm Data Source dialog box opens.	Click Open
12. Select *Microsoft Excel Worksheet via Converter (.xls,.xlw)* from the Open Data Source list box. **Microsoft Excel Worksheet via Converter (.xls,.xlw)** is selected.	Click *Microsoft Excel Worksheet via Converter (xls,xlw)*
13. Select OK. The Confirm Data Source dialog box closes and the Open Worksheet dialog box opens.	Click OK
14. Select the Format for Mail Merge option. The Format for Mail Merge* option is selected.*	Click Format for Mail Merge
15. Select OK. The Open Worksheet dialog box closes and the Database dialog box opens.	Click OK
16. Under Data options, select Query Options. The Database dialog box closes and the Query Options dialog box opens.	Click Query Options...
17. Select the Select Fields tab. The Select Fields* page appears.*	Click the Select Fields tab
18. Deselect the Include field names option. The Include field names* option is deselected.*	Click Include field names to deselect it
19. Select OK. The Query Options dialog box closes and the Database dialog box opens.	Click OK
20. Under Insert the Data into the Document, select Insert Data. The Database dialog box closes and the Insert Data dialog box opens.	Click Insert Data...
21. Under Insert records, select the desired option. The desired option is selected.	Click All, if necessary
22. Select OK. The Insert Data dialog box closes and the external data appears in the data source.	Click OK

Click the Data Form button. Scroll through the records and notice that both sets of data records appear.

Close REPSNEW2.DOC.

_Exercise

_{Using an External Data Source}

e Task

Write a brief letter to your employees, using an existing Excel worksheet as your data source.

1. Create a new document.

2. Leave several blank lines at the top of the document to insert the name and address merge fields. Then, type the following form letter, adding spaces where appropriate.

Dear ,
I just wanted to congratulate you on your great sales figures for the fourth quarter. Thanks to you, Worldwide Sporting Goods truly had a banner year! Keep up the good work!
Sincerely,
Roger Wilson
Vice President, Sales

3. Attach the Excel file, Employee, as the data source. Make sure to select the Select method option.

4. Select the Microsoft Excel Worksheet via Converter (*xls,*xlw) file converter and the Format for Mail Merge option.

5. View the data source.

6. In the main document, insert the name and address merge fields for the return address and insert the merge field for the first name in the salutation.

7. Merge to a new document.

8. Review the merged document. Then, close it without saving the changes.

9. Save the data source as a Word document named emplynw. Then, close it.

10. Save the main document as note1 and close it.

_{Lesson
33 -

Inserting Graphic Files}

_{In this lesson, you will
learn how to:}

· Work with graphic files

· Insert a picture

· Insert clip art

· Paste a graphic image

· Link a graphic file

· Delete a graphic image

· Format a graphic image

· Adjust contrast and brightness

· Make a color transparent

· Add a border to a picture

_{Working with Graphic Files}

d Discussion

You can include pictures in a Word document by inserting graphic images. Graphic images can be scanned images, simple line art, or clip art.

A picture can enhance a document by depicting an idea that may be difficult to describe or by making the document more visually appealing.

Word provides a wide selection of graphic files that are normally stored in the Clipart folder when Word is installed. In addition, you can import graphic files from other sources.

The following table lists compatible graphic formats you can import into a Word document:

Graphic Format	File Extension
AutoCAD Format 2-D	*.dxf
Computer Graphics Metafile	*.cgm
CorelDRAW	*.cdr
Encapsulated PostScript	*.eps
Enhanced Metafile	*.emf
Graphics Interchange Format	*.gif
JPEG File Interchange Format	*.jpg
Kodak Photo CD	*.pcd
Macintosh PICT	*.pct
Micrografx Designer/Draw	*.drw
PC Paintbrush	*.pcx
Portable Network Graphics	*.png
Tagged Image File Format (TIFF)	*.tif
Targa	*.tga
Windows Bitmap (Windows Paintbrush)	.bmp, .rle, *.dib
Windows Metafile	*.wmf
WordPerfect Graphics	*.wpg

The formats listed in the table above are the most common graphic formats. Even if none of these formats are the native format of the graphic program you are using, most graphic programs can export a file in at least one of the formats.

In addition, Word has built-in drawing features you can use to create a drawing or to modify an imported picture.


o	If you cannot insert a graphic file into a Word document, you must run Setup to install the correct graphic filter. However, you do not need an import filter to insert a Windows metafile image or a bitmap image.

_{Inserting a Picture}

d Discussion

You can insert a graphic image into a document from an existing graphic file. Before inserting the graphic image, you can preview it to verify that it is the one you want.

A picture can float over the text, or it can be inline (that is, positioned at the insertion point in the text). If a picture floats over the text, it appears on the line above the insertion point when inserted. However, you can move the picture as desired and surrounding text will wrap around it. If you insert the picture inline, you can drag and drop the graphic at the desired document location, just as you would position a text character. Word usually sizes inline pictures to approximately the same height as the surrounding text.

When you insert a picture from a graphic file, it is not automatically selected. The Picture toolbar appears as soon as you select a picture and closes when you deselect the picture.

However, if you close the Picture toolbar while a picture is selected, it does not automatically appear again when you select the same or another picture. This is a good example of Microsoft IntelliSense.

Inserting a picture from a graphic file


o	You can also insert a picture from a graphic file by clicking the Insert Picture button on the Picture toolbar.

o	You can display the Picture toolbar by clicking the right mouse button on any toolbar and selecting the Picture command or by selecting the Show Picture Toolbar command from a picture shortcut menu.

o	You can insert a graphic as a field code by inserting it in an IncludePicture field. You can select the Field command from the Insert menu, select Links and References from the Categories list, select IncludePicture from the Filed names list, and then type the file name and the path of the graphic you want to insert.

C Procedures

1. Position the insertion point in the document where you want the picture to appear.

2. Select the Insert menu.

3. Point to the Picture command.

4. Select the From File command.

5. Select the Look in list.

6. Select the drive containing the desired graphic file.

7. Select the folder containing the desired graphic file.

8. Select the name of the graphic file you want to insert.

9. Select the Preview button .

10. Select the Float over text option.

11. Select Insert.

f Step-by-Step

From the Student Data directory, open SCBMEM1.DOC.

Insert a picture from a graphic file.

*Steps*	*Practice Data*
1. Position the insertion point in the document where you want the picture to appear. The insertion point appears in the new location.	Click in the second line below the text Graphic 1
2. Select the Insert menu. The Insert* menu appears*.	Click Insert
3. Point to the Picture command. The Picture* submenu appears*.	Point to Picture
4. Select the From File command. The Insert Picture dialog box opens.	Click From File...
5. Select the Look in list. A list of available drives appears.	Click Look in
6. Select the drive containing the desired graphic file. The folders and files in the selected drive appear.	Click the student data drive
7. Select the folder containing the desired graphic file. The files in the selected folder appear.	Double-click to select the student data folder
8. Select the name of the graphic file you want to insert. The graphic file is selected.	Click Wnfish
9. Select the Preview button. The picture appears in the Insert Picture dialog box.	Click
10. Select the Float over text option. The Float over text* option is selected.*	Click Float over text, if necessary
11. Select Insert. The Insert Picture dialog box closes and the picture appears in the document on the line above the insertion point.	Click Insert

_{Inserting Clip Art}

d Discussion

You can also insert a picture into a document from the Microsoft Clip Gallery 3.0 dialog box. The Clip Gallery provides clip art, as well as pictures, sounds, and video clips.

Each page of the Microsoft Clip Gallery 3.0 dialog box is organized into categories and previews. On the Sounds page, you can select an icon and then select the Play button to preview a sound. (You must have a multimedia PC to hear the sound.) On the Videos page, you can preview a video as well.

When you insert a picture from the Microsoft Clip Gallery 3.0 dialog box, the picture is automatically selected and the Picture toolbar appears (unless it had been previously closed).

Inserting a clip


o	You can display the Picture toolbar by clicking the right mouse button on any toolbar and selecting the Picture command or by selecting the Show Picture Toolbar command from a picture shortcut menu.

C Procedures

1. Position the insertion point in the document where you want the picture to appear.

2. Select the Insert menu.

3. Point to the Picture command.

4. Select the Clip Art command.

5. Select the Clip Art tab.

6. Select the desired category.

7. Select the clip you want to insert.

8. Select Insert.

f Step-by-Step

Insert clip art into a document.

Go to page 2.

*Steps*	*Practice Data*
1. Position the insertion point in the document where you want the picture to appear. The insertion point appears in the new location.	Click in the second line below the text Graphic 2
2. Select the Insert menu. The Insert* menu appears*.	Click Insert
3. Point to the Picture command. The Picture* submenu appears.*	Point to Picture
4. Select the Clip Art command. The Microsoft Clip Gallery 3.0 dialog box opens.	Click Clip Art...
5. Select the Clip Art tab. The Clip Art* page appears.*	Click the Clip Art tab, if necessary
6. Select the desired category. The clip art in the selected category appear.	Click Animals
7. Select the clip you want to insert. The clip is selected.	Click the shark (second row, second column)
8. Select Insert. The Microsoft Clip Gallery 3.0 dialog box closes, the picture appears in the document, and the Picture* toolbar appears.*	Click Insert

_{Pasting a Graphic Image}

d Discussion

You can create graphic images in Word or in other applications. You can then copy and paste the graphic images into a document. This process is a simple way to transfer pictures to a document.


o	When you paste a graphic image into a new document, Word usually pastes it in approximately the same location as in the document from which it was copied. You can then move the graphic image to the desired location.

C Procedures

1. Open both the document containing the picture you want to copy and the document into which you want to paste it.

2. Switch to the document containing the picture you want to copy.

3. Select the picture you want to copy.

4. Click the Copy button .

5. Select the Window menu.

6. Select the document into which you want to paste the picture.

7. Click the Paste button .

f Step-by-Step

From the Student Data directory, open FISH.DOC.

Paste a graphic image.

Go to the top of page 2 in the Scbmem1 document or the document designated by your instructor, if necessary. Then, switch to the Fish document.

*Steps*	*Practice Data*
1. Select the picture you want to copy. The picture is selected.	Click the oval picture
2. Click the Copy button. The picture is copied to the Windows Clipboard.	Click
3. Select the Window menu. The Window* menu appears.*	Click Window
4. Select the document into which you want to paste the picture. The selected document appears.	Click SCBMEM1 or the document designated by your instructor
5. Click the Paste button. The picture appears in the document.	Click

Notice that Word pastes the picture in approximately the same location as in the Fish document.

Close FISH.DOC.

_{Linking a Graphic File}

d Discussion

When you insert a very complex graphic image or several graphic images into a document, the size of the document can get very large if the graphic images are embedded. To keep the document size smaller, you can link graphic files to a document rather than embedding them in it.

There are some drawbacks to linking files. One is that Word takes longer to display the picture and print the document. In addition, if for some reason the graphic file cannot be accessed, Word cannot display or print it in the document. For example, if you move the graphic file to a new folder, Word cannot locate it and, therefore, cannot display or print the picture until the link is updated.

C Procedures

1. Position the insertion point where you want to insert the picture.

2. Select the Insert menu.

3. Point to the Picture command.

4. Select the From File command.

5. Select the Look in list.

6. Select the drive containing the graphic file you want to link.

7. Select the folder containing the graphic file you want to link.

8. Select the desired graphic file.

9. Select the Link to file option.

10. Deselect the Save with document option.

11. Select Insert.

f Step-by-Step

Link a graphic file to a document.

Go to page 2, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert the picture. The insertion point appears in the new location.	Scroll as necessary and click in the second line below the text Graphic 3
2. Select the Insert menu. The Insert* menu appears*.	Click Insert
3. Point to the Picture command. The Picture* submenu opens.*	Point to Picture
4. Select the From File command. The Insert Picture dialog box opens.	Click From File...
5. Select the Look in list. A list of available drives appears.	Click Look in
6. Select the drive containing the graphic file you want to link. The folders and files in the selected drive appear.	Click the student data drive
7. Select the folder containing the graphic file you want to link. The files in the selected folder appear.	Double-click to select the student data folder
8. Select the desired graphic file. A preview of the graphic image appears in the Insert Picture dialog box.	Click Fish
9. Select the Link to file option. The Link to file* option is selected*.	Click Link to file
10. Deselect the Save with document option. The Save with document* option is deselected.*	Click Save with document to deselect it
11. Select Insert. The Insert Picture dialog box closes and the picture appears in the document.	Click Insert

_{Deleting a Graphic Image}

d Discussion

You can delete a graphic image at any time. However, before you can delete a graphic image, you must select it.

If you delete a graphic image accidentally, you can use the Undo feature to restore it to the document.

C Procedures

1. Select the graphic image you want to delete.

2. Press [Delete].

f Step-by-Step

Delete a graphic image.

Go to page 2, if necessary.

*Steps*	*Practice Data*
1. Select the graphic image you want to delete. The graphic image is selected.	Scroll as necessary and click the fish below the text Graphic 3
2. Press [Delete]. The graphic image is deleted.	Press [Delete]

_{Formatting a Graphic Image}

d Discussion

Graphic images can be black and white, grayscale (multiple shades of gray), or color. Color printers can print all three types of images. Non-color printers convert color images to black and white or to grayscale, depending on the printer.

If the image you want to print is in color and you are not using a color printer, you can use the Image Control button on the Picture toolbar to change the image to black and white or grayscale. If you change the image in Word before you print it, you may get a better printout.

In addition, you can modify a picture so that it can be used as a watermark (a picture or text that can appear either on top of or behind text and other objects on a document page).

The Image Control button provides the following four options:

Option	Description
Automatic	Displays a picture in its original colors.
Grayscale	Converts a color picture to shades of gray.
Black & White	Converts a picture to black and white.
Watermark	Modifies a picture so that it can be placed behind text and other objects on the document page.

C Procedures

1. Select the picture you want to format.

2. Click the Image Control button .

3. Select the desired option.

f Step-by-Step

Format a graphic image.

Go to page 1 and display the Picture toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the picture you want to format. The picture is selected.	Scroll as necessary and click the picture below the text Graphic 1
2. Click the Image Control button. The Image Control* menu appears.*	Click
3. Select the desired option. The picture format changes.	Click Grayscale

Select Black and White from the Image Control menu. Finally, select Automatic to change the picture back to its original format.

_{Adjusting Contrast and Brightness}

d Discussion

You must often adjust the contrast and brightness of a picture to get the desired effect. Contrast is the amount of intensity or saturation and brightness is the amount of black that appears in a color.

To set the contrast and brightness, you can use the following buttons available on the Picture toolbar:

Button	Button Name
	More Contrast
	Less Contrast
	More Brightness
	Less Brightness


o	You can reset a picture to its original color, contrast, and brightness by clicking the Reset Picture button on the Picture toolbar.

C Procedures

1. Select the picture for which you want to adjust the contrast and brightness.

2. Click the More Contrast button or the Less Contrast button until the desired effect is achieved.

3. Click the More Brightness button or the Less Brightness button until the desired effect is achieved.

f Step-by-Step

Adjust the contrast and brightness of a picture.

Go to page 1 and display the Picture toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the picture for which you want to adjust the contrast and brightness. The picture is selected.	Scroll as necessary and click the picture below the text Graphic 1
2. Click the More Contrast button or the Less Contrast button until the desired effect is achieved. The contrast of the picture changes.	Click ten times
3. Click the More Brightness button or the Less Brightness button until the desired effect is achieved. The brightness of the picture changes.	Click three times

Click the More Contrast button five times. Then, click the Reset Picture button.

Deselect the picture.

Close SCBMEM1.DOC.

_{Making a Color Transparent}

d Discussion

At times, you may want a portion of a picture to “disappear” into the background. For example, a picture may have a background color that clashes with the background color of the document. If you select a transparent background color for the picture, the background color of the document appears in its place. However, if the color you have made transparent is used in more than one area of a picture, all areas in which it appears are made transparent.

Making a color transparent


o	The Set Transparent Color option is available only for bitmap pictures and some clip art.

o	You can make only one color at a time transparent.

C Procedures

1. Select the picture for which you want to make a color transparent.

2. Click the Set Transparent Color button .

3. Click the color in the picture you want to make transparent.

f Step-by-Step

From the Student Data directory, open LOGO1.DOC.

Make a color transparent.

*Steps*	*Practice Data*
1. Select the picture for which you want to make a color transparent. The picture is selected.	Scroll as necessary and click the picture below the text Logo 1
2. Click the Set Transparent Color button. The mouse pointer changes into a pencil eraser.	Click
3. Click the color in the picture you want to make transparent. The background color appears in place of the transparent color.	Click in the bottom right corner of the picture

Click in any blank area of the document to deselect the graphic.

_{Adding a Border to a Picture}

d Discussion

You can use the Line Style button on the Picture toolbar to add a border to a picture. The Line Style button displays a list of line weights and styles. Line colors and additional line styles are also available on the Colors and Lines page in the Format Picture dialog box.


o	You can display the Colors and Lines page in the Format Picture dialog box by clicking the Line Style button and the More Lines command.

o	To remove a border from a picture, you can select the No Line option from the Line Color list in the Format Picture dialog box.

C Procedures

1. Select the picture to which you want to add a border.

2. Select the Line Style button .

3. Select the desired line style.

f Step-by-Step

Add a border to a picture.

*Steps*	*Practice Data*
1. Select the picture to which you want to add a border. The picture is selected.	Scroll as necessary and click the picture below the text Logo 2
2. Select the Line Style button. The Line Style* menu appears.*	Click
3. Select the desired line style. The border appears around the picture.	Click 6 pt

Close LOGO1.DOC.

_Exercise

_{Working with Graphic Files}

e Task

Insert pictures into a Word document, copy and delete a picture, adjust brightness and contrast, add a border to a picture, and make a color transparent.

1. Open Fishbowl.

2. Copy the orange fish on the right side of the arch.

3. Create a new document and press [Enter] ten times.

4. Paste the orange fish.

5. Change the orange fish to grayscale.

6. Press [Ctrl+Home] and insert the Fish11 graphic file, linking it to the document.

7. Press [Ctrl+End] and insert the shark clip (second row, second column) from the Animals category of the Microsoft Clip Gallery 3.0 dialog box.

8. Deselect the shark clip and delete the picture of the grayscale fish.

9. Close the untitled document without saving it.

10. In the Fishbowl document, insert the Fish11 graphic file from the student data folder. Select the Float over text option, if necessary.

11. Increase the brightness and decrease the contrast of the green fish as desired.

12. Add a 2 1/4 point border to the arch.

13. Make the dark blue color in the arch transparent.

14. Close the document without saving it.

_{Lesson
34 -

Editing Pictures}

_{In this lesson, you will
learn how to:}

· Drag to move a picture

· Define the position of a picture

· Drag to size a picture

· Define the size of a picture

· Drag to crop a picture

· Use cropping options

· Reset a picture

_{Dragging to Move a Picture}

d Discussion

By default, Word inserts pictures as drawing objects. As a result, you can position a picture at any location in the document, as well as in front of or behind text and other objects.

When you move a picture to a new location, the surrounding text adjusts as necessary to accommodate the picture.

Repositioning a picture


o	To display the Picture toolbar, you can click the right mouse button on an object and select the Show Picture Toolbar command.

C Procedures

1. Select the picture you want to move.

2. Drag the picture to the desired location.

3. Release the mouse button.

f Step-by-Step

From the Student Data directory, open SCBMEM2.DOC.

Drag to move a picture.

Go to page 2.

*Steps*	*Practice Data*
1. Select the picture you want to move. The picture is selected and the Picture* toolbar appears.*	Click the oval picture next to the shark picture
2. Drag the picture to the desired location. An dashed frame appears as you drag.	Drag the graphic below the text Graphic 3
3. Release the mouse button. The picture appears in the new location.	Release the mouse button

Click in a blank area of the document to deselect the picture.

_{Defining the Position of a Picture}

d Discussion

You can use options available on the Position page of the Format Picture dialog box to position a picture more precisely on a page.

You can position a picture horizontally at a fixed location relative to the page itself, the margins, or a column. You can also position a picture vertically at a fixed location relative to the page, the margins, or a paragraph.

In addition, you can lock a picture to text so that the picture always moves with the text to which it is anchored, even when changes are made to the document. If you lock a picture to its anchor, both the picture and the text to which it is anchored always appear on the same page.

Defining the position of a picture

C Procedures

1. Select the picture you want to position.

2. Select Format.

3. Select Picture.

4. Select the Position tab.

5. Enter the desired horizontal position for the picture in the Horizontal spin box.

6. Select the upper From list.

7. Select the desired horizontal option.

8. Enter the desired vertical position for the picture in the Vertical spin box.

9. Select the lower From list.

10. Select the desired vertical option.

11. Select other options as desired.

12. Select OK.

f Step-by-Step

Define the position for a picture.

Go to page 2, if necessary.

*Steps*	*Practice Data*
1. Select the picture you want to position. The picture is selected and the Picture* toolbar appears.*	Scroll as necessary and click the picture under Graphic 3
2. Select Format. The Format* menu appears.*	Click Format
3. Select Picture. The Format Picture dialog box opens.	Click Picture...
4. Select the Position tab. The Position* page appears.*	Click the Position tab
5. Enter the desired horizontal position for the picture in the Horizontal spin box. The number appears in the Horizontal* spin box.*	Click Horizontal to 2"
6. Select the upper From list. A list of options appears.	Click From to the right of Horizontal
7. Select the desired horizontal option. The option appears in the upper From* box.*	Click Margin
8. Enter the desired vertical position for the picture in the Vertical spin box. The number appears in the Vertical* spin box.*	Click Vertical to 4.5"
9. Select the lower From list. A list of options appears.	Click From to the right of Vertical
10. Select the desired vertical option. The option appears in the corresponding From* box.*	Click Margin
11. Select other options as desired. The options are selected.	Click Float over text, if necessary
12. Select OK. The Format Picture dialog box closes and the picture appears at the new position on the page.	Click OK

Scroll as necessary to view the picture.

Click in a blank area of the document to deselect the picture.

_{Dragging to Size a Picture}

d Discussion

When you insert a picture into a document, it may be larger or smaller than you would like it to be. You can size a picture to achieve the desired look and fit on the page.

You can size a picture proportionally or non-proportionally. When you drag a picture to resize it, you can use the rulers at the top and left side of the window as an approximate measurement. In addition, you can see your changes as you make them.


o	To size a picture non-proportionately, you can drag any center handle on the top, bottom, or side edges.

C Procedures

1. Select the picture you want to size.

2. Point to any corner sizing handle.

3. Drag the handle until the picture is the desired size.

4. Release the mouse button.

f Step-by-Step

Drag to size a picture.

Go to page 2 and display the rulers, if necessary.

*Steps*	*Practice Data*
1. Select the picture you want to size. The picture is selected and the Picture* toolbar appears.*	Click the shark under the text Graphic 2
2. Point to any corner sizing handle. The mouse pointer appears with a black, two-headed arrow.	Point to the sizing handle in the lower right corner
3. Drag the handle until the picture is the desired size. A dashed frame appears as you drag.	Drag to the right about 1 inch
4. Release the mouse button. The picture is proportionally resized.	Release the mouse button

Click in any blank area of the document to deselect the picture.

_{Defining the Size of a Picture}

d Discussion

You can use options available in the Format Picture dialog box to resize a picture precisely by defining exact measurements for it. You can define the exact height and width for the picture.

If you lock the aspect ratio, the width changes proportionately when you define a height and vice versa. The aspect ratio is locked by default.

The original height and width of the graphic appear as a reference at the bottom of the Format Picture dialog box.

Defining the size of a picture

C Procedures

1. Select the picture you want to size.

2. Select the Format menu.

3. Select the Picture command.

4. Select the Size tab.

5. Under Size and rotate, enter the desired height or width of the picture.

6. Select OK.

f Step-by-Step

Define the size of a picture.

Go to page 2, if necessary.

*Steps*	*Practice Data*
1. Select the picture you want to size. The picture is selected and the Picture* toolbar appears.*	Scroll as necessary and click the oval picture under the text Graphic 3
2. Select the Format menu. The Format* menu appears*.	Click Format
3. Select the Picture command. The Format Picture dialog box opens.	Click Picture...
4. Select the Size tab. The Size page appears.	Click the Size tab
5. Under Size and rotate, enter the desired height or width of the picture. The number appears in the corresponding spin box and, if the aspect ratio is locked, the other dimension adjusts accordingly.	Click Height to 2.09
6. Select OK. The Format Picture dialog box closes and the picture is resized accordingly.	Click OK

Click in any blank area of the document to deselect the picture.

_{Dragging to Crop a Picture}

d Discussion

After you have inserted a picture into a document, you can crop it. Cropping trims a picture. It does not change its size; it only changes how much of it appears in the document.

To crop a picture using the mouse, you use the Crop button on the Picture toolbar. When you drag to crop a picture, you can see the changes as you make them.


o	Dragging a sizing handle outward adds space around a picture.

C Procedures

1. Select the picture you want to crop.

2. Click the Crop button .

3. Drag any sizing handle to crop the picture as desired.

4. Release the mouse button.

f Step-by-Step

Drag to crop a picture.

Go to page 1, if necessary.

*Steps*	*Practice Data*
1. Select the picture you want to crop. The picture is selected and the Picture* toolbar appears.*	Scroll as necessary and click the picture under the text Graphic 1
2. Click the Crop button. The cropping tool appears when you point to any sizing handle.	Click
3. Drag any sizing handle to crop the picture as desired. A dashed frame appears as you drag.	Drag the top center sizing handle down to 4 inches on the vertical ruler
4. Release the mouse button. The picture is cropped.	Release the mouse button

Click in any blank area of the document to deselect the picture.

_{Using Cropping Options}

d Discussion

To crop a picture to exact measurements, you can use options available on the Picture page of the Format Picture dialog box. You can specify the exact amount you want to crop from the left, right, top, or bottom edges of the picture.

It is sometimes difficult to know exactly how much you want to crop from a picture. If this is the case, you can first drag to crop the picture and then use the options available in the Format Picture dialog box to crop it more precisely.

Cropping a picture

C Procedures

1. Select the picture you want to crop.

2. Select the Format menu.

3. Select the Picture command.

4. Select the Picture tab.

5. Under Crop from, enter the desired cropping dimension.

6. Select OK.

f Step-by-Step

Use cropping options to crop a picture.

Go to page 1, if necessary.

*Steps*	*Practice Data*
1. Select the picture you want to crop. The picture is selected and the Picture* toolbar appears.*	Scroll as necessary and click the picture under the text Graphic 1
2. Select the Format menu. The Format* menu appears*.	Click Format
3. Select the Picture command. The Format Picture dialog box opens.	Click Picture...
4. Select the Picture tab. The Picture* page appears.*	Click the Picture tab, if necessary
5. Under Crop from, enter the desired cropping dimension. The number appears in the corresponding spin box.	Click Bottom to 0.5"
6. Select OK. The Format Picture dialog box closes and the picture is cropped.	Click OK

Click in any blank area of the document to deselect the picture.

_{Resetting a Picture}

d Discussion

You can use options available in the Format Picture dialog box to reset a picture to its original size. You can reset a picture at any time, no matter how often you may have cropped or sized it.

The original size of a picture always appears as a reference on the Size page of the Format Picture dialog box.

C Procedures

1. Select the picture you want to reset.

2. Select the Format menu.

3. Select the Picture command.

4. Select the Picture tab, if necessary.

5. Select Reset.

6. Select OK.

f Step-by-Step

Reset a picture to its original size.

Go to page 1.

*Steps*	*Practice Data*
1. Select the picture you want to reset. The picture is selected and the Picture* toolbar appears.*	Scroll as necessary and click the picture under the text Graphic 1
2. Select the Format menu. The Format* menu appears*.	Click Format
3. Select the Picture command. The Format Picture dialog box opens.	Click Picture...
4. Select the Picture tab, if necessary. The Picture* page appears.*	Click the Picture tab, if necessary
5. Select Reset. The options under Crop from* reset to 0”*.	Click Reset
6. Select OK. The Format Picture dialog box closes and the picture appears in its original size.	Click OK

Click in any blank area of the document to deselect the picture.

Close SCBMEM2.DOC.

_Exercise

_{Editing Pictures}

e Task

Insert pictures into a document. Crop, size, and position the pictures to create an announcement letter.

1. Open Nycltr.

2. Position the insertion point under the title, The Annual Worldwide Sporting Goods Conference, and insert the picture, Cityscpe, from the student data folder. Select the Float over text option.

3. Using the Format Picture dialog box, crop the picture 0.5" from the bottom.

4. Reset the picture and then drag to crop it so that only the top half appears in the document.

5. Make the picture proportionately smaller and center it under the title.

6. Position the insertion point before the text Dinner at... and insert the picture, Checkmrk, from the student data folder. Deselect the Float over text option before you insert the picture.

7. Use the Format Picture dialog box to resize the Checkmrk picture to 65% of its original height and width.

8. Add a check mark to the beginning of each of the next three lines.
(Hint: You can copy the Checkmrk picture and paste it into the other lines.)

9. Close the document without saving it.

_{Lesson
35 -

Drawing Part 1}

_{In this lesson, you will
learn how to:}

· Layer text and objects

· Change the stacking order

· Group drawing objects

· Ungroup drawing objects

· Flip drawing objects

· Rotate drawing objects

· Align drawing objects

· Size drawing objects

· Position drawing objects

_{Layering Text and Objects}

d Discussion

In Word, you can arrange or stack objects in any number of individual layers. You can use commands available on the Order submenu of an object shortcut menu to select the layers on which text and drawing objects (such as ovals, rectangles, line, and text boxes) appear. For example, if text is hidden behind one or more drawing objects, you can display it by selecting the object or the stack of objects and choosing the Send Behind Text command.

By default, when you draw an object, it is placed in the top layer of the stack.

Layering text and drawing objects


o	You can display the Order menu from the Draw button on the Drawing toolbar.

C Procedures

1. Select the drawing object you want to layer.

2. Select the Draw menu on the Drawing toolbar.

3. Point to the Order command.

4. Select the desired command.

f Step-by-Step

From the Student Data directory, open FLYER.DOC.

Layer text and objects.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the drawing object you want to layer. The drawing object is selected.	Click the yellow rectangle
2. Select the Draw menu on the Drawing toolbar. The Draw* menu appears.*	Click Draw
3. Point to the Order command. The Order* submenu appears.*	Point to Order
4. Select the desired command. The drawing object moves accordingly in the stack.	Click Send Behind Text

Click in any blank area of the document to deselect the object.

_{Changing the Stacking Order}

d Discussion

You can stack drawing objects and use commands on the Draw menu to change the stacking order. The Bring to Front and Send to Back commands position drawing objects in front of or behind all other objects in the stack. The Bring Forward and Send Backward commands move drawing objects forward or backward in a stack one level at a time.


o	To select a drawing object or text that is hidden in a stack, you can press the [Tab] key to cycle through the objects in the stack.

C Procedures

1. Select the drawing object you want to move in the stack.

2. Select the Draw menu on the Drawing toolbar.

3. Point to the Order command.

4. Select the desired command.

f Step-by-Step

Change the stacking order.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the drawing object you want to move in the stack. The drawing object is selected.	Click the magenta balloon
2. Select the Draw menu on the Drawing toolbar. The Draw* menu appears.*	Click Draw
3. Point to the Order command. The Order* submenu appears*.	Point to Order
4. Select the desired command. The drawing object moves accordingly in the stack.	Click Bring to Front

Click in any blank area of the document to deselect the object.

_{Grouping Drawing Objects}

d Discussion

Many drawings consist of several individual drawing objects. In order to move or size a drawing, you must first select each individual component. However, you can group the components of a drawing. Grouping allows you to select, size, and move one or more objects as a single object.

Sometimes it is beneficial to group objects together and then include the grouped object in a larger group. A grouped object can contain both single objects and other grouped objects.


o	You can select adjacent drawing objects by clicking the Select Objects button and drawing a marquee (dashed rectangle) around the objects you want to select.

C Procedures

1. Select the first drawing object you want to include in the group.

2. Press [Shift], click each additional drawing object you want to include in the group, and release [Shift].

3. Select the Draw menu on the Drawing toolbar.

4. Select the Group command.

f Step-by-Step

Group drawing objects.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the first drawing object you want to include in the group. The drawing object is selected.	Click the green balloon
2. Press [Shift], click each additional drawing object you want to include in the group, and release [Shift]. The drawing objects are selected.	Press [Shift], click the string of the green balloon, and release [Shift]
3. Select the Draw menu on the Drawing toolbar. The Draw* menu appears.*	Click Draw
4. Select the Group command. The drawing objects are grouped.	Click Group

Group the magenta balloon and its string and then the yellow balloon and its string. Then, click the Select Objects button, draw a marquee around all three balloons, and group them.

Drag the balloons to the left and then back to the center again. Notice how they move as a group.

_{Ungrouping Drawing Objects}

d Discussion

You can ungroup a drawing in order to modify the component objects in it.

After you have moved, reformatted, or resized the component objects, you should regroup them to preserve the drawing.

If a grouped object contains other grouped objects, you must ungroup each set of grouped objects individually.

Ungrouping drawing objects

C Procedures

1. Select the drawing object you want to ungroup.

2. Select the Draw menu on the Drawing toolbar.

3. Select the Ungroup command.

f Step-by-Step

Ungroup a drawing object.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the drawing object you want to ungroup. The drawing object is selected.	Click the grouped balloons
2. Select the Draw menu on the Drawing toolbar. The Draw* menu appears.*	Click Draw
3. Select the Ungroup command. The drawing objects are ungrouped.	Click Ungroup

Click in any blank area of the document to deselect the objects. Then, click the green balloon. Notice that the balloon and its string are still grouped.

_{Flipping Drawing Objects}

d Discussion

You can flip drawing objects both horizontally and vertically. For example, you can draw one half of a symmetrical figure, copy and paste the drawing, flip the copy, and then position the two drawings together to create a symmetrical figure.

C Procedures

1. Select the drawing object you want to flip.

2. Select the Draw menu on the Drawing toolbar.

3. Point to the Rotate or Flip command.

4. Select the desired command.

f Step-by-Step

Flip a drawing object.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the drawing object you want to flip. The drawing object is selected.	Click the green balloon
2. Select the Draw menu on the Drawing toolbar. The Draw* menu appears.*	Click Draw
3. Point to the Rotate or Flip command. The Rotate or Flip* submenu appears.*	Point to Rotate or Flip
4. Select the desired command. The drawing object flips accordingly.	Click Flip Vertical

Flip the balloon again so that it is upright.

Click in any blank area of the document to deselect the object.

_{Rotating Drawing Objects}

d Discussion

You can use menu commands to rotate drawing objects 90° to the left or right, or you can use the Free Rotate button on the Drawing toolbar to rotate an object up to 360° in either direction.

When you use the Free Rotate button, the sizing handles on the selected object become filled circles, one on each corner of the drawing object.


o	You can rotate a drawing object by selecting the drawing object, clicking the Free Rotate button, and then dragging any handle as desired.

C Procedures

1. Select the drawing object you want to rotate.

2. Select the Draw menu on the Drawing toolbar.

3. Point to the Rotate or Flip command.

4. Select the desired command.

f Step-by-Step

Rotate a drawing object.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the drawing object you want to rotate. The drawing object is selected.	Click the green balloon
2. Select the Draw menu on the Drawing toolbar. The Draw* menu appears.*	Click Draw
3. Point to the Rotate or Flip command. The Rotate or Flip* submenu appears.*	Point to Rotate or Flip
4. Select the desired command. The drawing object rotates accordingly.	Click Rotate Left

Click the Free Rotate button and rotate the balloon 180° counterclockwise. Then, click the Undo button twice to return the balloon to its upright position.

Click in any blank area of the document to deselect the object.

_{Aligning Drawing Objects}

d Discussion

You can align drawing objects relative to one another or to the page. You can align selected objects by their top, left, right, or bottom edges, or by their vertical or horizontal centers.

Once you have selected the drawing objects you want to align, you can use commands available on the Align or Distribute submenu of the Draw menu to align them as desired.

C Procedures

1. Select the drawing objects you want to align.

2. Select the Draw menu on the Drawing toolbar.

3. Point to the Align or Distribute command.

4. Select the desired alignment option.

f Step-by-Step

Align drawing objects.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the drawing objects you want to align. The drawing objects are selected.	Press [Shift], click each of the three balloons, and release [Shift]
2. Select the Draw menu on the Drawing toolbar. The Draw* menu appears.*	Click Draw
3. Point to the Align or Distribute command. The Align or Distribute submenu appears.	Point to Align or Distribute
4. Select the desired alignment option. The drawing objects are aligned accordingly.	Click Align Top

Click in any blank area of the document to deselect the objects.

_{Sizing Drawing Objects}

d Discussion

You can size drawing objects by dragging a sizing handle, but this method is not very precise. For example, although you may want three different drawing objects to be of the same width, you can only drag them to an approximate width.

You can size drawing objects to exact measurements using options available on the Size page of the Format AutoShape dialog box.

Sizing drawing objects

C Procedures

1. Select the drawing object you want to size.

2. Select the Format menu.

3. Select the Object command.

4. Select the Size tab.

5. Under Size and rotate, enter the desired height in the Height spin box.

6. Under Size and rotate, enter the desired width in the Width spin box.

7. Select OK.

f Step-by-Step

Define the size of a drawing object.

*Steps*	*Practice Data*
1. Select the drawing object you want to size. The drawing object is selected.	Click the yellow balloon
2. Select the Format menu. The Format* menu appears*.	Click Format
3. Select the Object command. The Format Object dialog box opens.	Click Object...
4. Select the Size tab. The Size* page appears.*	Click the Size tab
5. Under Size and rotate, enter the desired height in the Height spin box. The number appears in the Height* spin box.*	Click Height to 2.08"
6. Under Size and rotate, enter the desired width in the Width spin box. The number appears in the *Width* spin box.	Click Width to 0.8"
7. Select OK. The Format Object dialog box closes and the drawing object appears in the specified dimensions.	Click OK

Change the size of the green balloon to a height of 2.12" and a width of 0.8".

Click in any blank area of the document to deselect the object.

_{Positioning Drawing Objects}

d Discussion

Although you can drag drawing objects to any location on the page, you might at times want to position a drawing object at an exact location.

You can use options available on the Position page of the Format Object dialog box to position drawing objects both horizontally and vertically. You can position a drawing object horizontally relative to the page, margin, or column or vertically relative to the page, margin, or paragraph.

In addition, you can lock a drawing object to specific document text.

C Procedures

1. Select the drawing object you want to position.

2. Select the Format menu.

3. Select the Object command.

4. Select the Position tab.

5. Enter the desired horizontal position in the Horizontal spin box.

6. Select the upper From list.

7. Select the desired horizontal option.

8. Enter the desired vertical position in the Vertical spin box.

9. Select the lower From list.

10. Select the desired vertical option.

11. Select OK.

f Step-by-Step

Position a drawing object.

*Steps*	*Practice Data*
1. Select the drawing object you want to position. The drawing object is selected.	Click the yellow balloon
2. Select the Format menu. The Format* menu appears*.	Click Format
3. Select the Object command. The Format Object dialog box opens.	Click Object...
4. Select the Position tab. The Position* page appears.*	Click the Position tab
5. Enter the desired horizontal position in the Horizontal spin box. The number appears in the *Horizontal* spin box.	Click Horizontal to 3.1"
6. Select the upper From list. A list of options appears.	Click From to the right of Horizontal
7. Select the desired horizontal option. The option appears in the upper From* box*.	Click Column, if necessary
8. Enter the desired vertical position in the Vertical spin box. The number appears in the Vertical* spin box.*	Click Vertical to 0.2"
9. Select the lower From list. A list of options appears.	Click From to the right of Vertical
10. Select the desired vertical option. The option appears in the lower From box.	Click Paragraph, if necessary
11. Select OK. The Format Object dialog box closes and the drawing object is positioned accordingly.	Click OK

Position the green balloon horizontally 2.2 inches from the column and vertically 0.2 inches from the paragraph.

Click in any blank area of the document to deselect the object.

Close FLYER.DOC.

_Exercise

_{Manipulating Drawing Objects}

e Task

Layer text and drawing objects. Then, group, flip, and rotate drawing objects.

1. Open Exerfit.

2. Select the yellow ellipse and send it behind the text.

3. Adjust the size and the position of the ellipse so that the text is centered in it.

4. Scroll to the bike and select the handlebars. Rotate them to the right twice and then move them so that they again connect with the bar.

5. Group all lines in the bike.

6. Flip the bike horizontally.

7. Ungroup the bike. Make the line across the bottom about 1/2” longer on the right side.

8. Group the bike again.

9. Select the three circles on the right and align them to each other by their centers.

10. Close the document without saving it.

_{Lesson
36 -

Drawing Part 2}

_{In this lesson, you will
learn how to:}

· Insert AutoShapes

· Draw a text box

· Use the Text Box toolbar

· Format a text box

· Add graphics to text boxes

· Create a callout

· Format a callout

· Create a composite picture

_{Inserting AutoShapes}

d Discussion

Although the Drawing toolbar provides buttons you can use to draw standard drawing objects such as lines, rectangles, and ovals, it also provides many other shapes. These other shapes are grouped together on the AutoShapes menu. The AutoShapes menu is organized into the following categories: Lines, Basic Shapes, Block Arrows, Flowchart, Stars and Banners, and Callouts.

C Procedures

1. Select the AutoShapes button on the Drawing toolbar.

2. Point to the desired AutoShapes category.

3. Select the desired shape.

4. Drag to draw the shape.

5. Release the mouse button.

f Step-by-Step

Insert an AutoShape.

Create a new document and display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the AutoShapes button on the Drawing toolbar. The AutoShapes* menu appears.*	Click AutoShapes
2. Point to the desired AutoShapes category. The corresponding AutoShapes palette appears.	Point to Stars and Banners
3. Select the desired shape. The mouse pointer changes into a crosshair when positioned in the document window.	Click (4th row, 2nd column)
4. Drag to draw the shape. An image of the shape appears as you drag.	Drag across the width of the page at the top of the document and down about 2 inches
5. Release the mouse button. The AutoShape appears in the document.	Release the mouse button.

Click in any blank area of the document to deselect the AutoShape.

Save the document as Bike.

_{Drawing a Text Box}

d Discussion

You can use text boxes to draw attention to text in a document or to add comments. In addition, you can use a text box to add text to a shape. For example, you can draw a circle and use a text box to add text to it.

A text box is a drawing object. Therefore, you can format it or add a fill color in the same way as you would any other drawing object.

Text wraps in a text box as needed and you can edit it just as you would edit any other document text.

Drawing a text box in an AutoShape


o	To draw a square text box, you must hold the [Shift] key as you drag.

C Procedures

1. Display the Drawing toolbar.

2. Click the Text Box button .

3. Drag to draw the text box in the desired size and position.

4. Release the mouse button.

5. Type the desired text.

f Step-by-Step

Draw a text box.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Text Box button. The mouse pointer changes into a crosshair when positioned over the document.	Click
2. Drag to draw the text box in the desired size and position. An image of the text box appears as you drag.	Drag from approximately 1/2" below the upper left corner of the AutoShape to approximately 1/4" above the lower right corner
3. Release the mouse button. The text box and the Text Box* toolbar appear.*	Release the mouse button
4. Type the desired text. The text appears in the text box.	Type *Announcing the New 4500 Exer-Fit Bike*

Select the text in the text box, change the font size to 24 points, and center it in the text box.

Click in any blank area of the document to deselect the text box.

_{Using the Text Box Toolbar}

d Discussion

When you create or select a text box, the Text Box toolbar appears. Among other options, the Text Box toolbar allows you to change text direction. You can rotate text vertically to the right or left, or you can display it upright.

You can use the Text Box toolbar to go directly to the next or previous text box. In addition, you can link or unlink text boxes. A text box link allows text to flow from one text box into another. For example, you can link text boxes so that a discussion flows from one text box to the next.

Changing the direction of text


o	The Text Box toolbar is available only when a text box is selected in the document.

C Procedures

1. Select the text box in which you want to change the text direction.

2. Click the Change Text Direction button as needed.

f Step-by-Step

Use the Text Box toolbar to change text direction.

*Steps*	*Practice Data*
1. Select the text box in which you want to change the text direction. The text box is selected and the Text* Box toolbar appears.*	Click the text box
2. Click the Change Text Direction button as needed. The text in the text box rotates accordingly.	Click

Click the Change Text Direction button twice. The text should be upright again.

Click in any blank area of the document to deselect the text box.

_{Formatting a Text Box}

d Discussion

You can use options available in the Format Text Box dialog box to format colors and lines in a text box, as well as to change the size, position, wrap, and internal margins of a text box.

Formatting a text box

C Procedures

1. Select the text box you want to format.

2. Select the Format menu.

3. Select the Text Box command.

4. Select the Colors and Lines tab.

5. Select the desired options.

6. Select OK.

f Step-by-Step

Format a text box.

*Steps*	*Practice Data*
1. Select the text box you want to format. The text box is selected and the Text Box* toolbar appears.*	Click the text box
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Text Box command. The Format Text Box dialog box opens.	Click Text Box...
4. Select the Colors and Lines tab. The Colors and Lines* page appears.*	Click the Colors and Lines tab
5. Select the desired options. The options are selected.	Select the options shown below
6. Select OK. The Format Text Box dialog box closes and the text box is formatted accordingly.	Click OK

Select the following option:

Under Fill, select No Fill from the Color list.

Under Line, select No Line from the Color list.

Click in any blank area of the document to deselect the text box.

_{Adding Graphics to Text Boxes}

d Discussion

When a graphic is inserted into a document, it is anchored to text. As you add and delete text, the graphic moves with its associated text. To prevent the graphic from moving with the text, you can place it in a text box. In this way, you can position the graphic at a fixed location on the page, regardless of the text.

You also can use a text box to keep objects together. For example, if you want to use a caption with a picture, you can put the picture and the caption together in one text box. That way, the caption and the picture remain together; one cannot move or be resized without the other.

Inserting a picture into a text box also allows you to place a border around the graphic. A graphic inserted into a text box can be aligned in the text box through use of the Align Left, Center, and Align Right buttons.


o	In previous versions of Word, frames were used to contain graphics, but in Word 97, text boxes are used instead of frames in almost all situations. You need to use a frame only if the text or graphic you want to insert has a comment, footnotes or endnotes, or contains one of these field codes: AUTONUM, AUTONUMGL, or AUTONUMOUT.

C Procedures

1. Display the Drawing toolbar.

2. Click the Text Box button .

3. Drag to draw the text box.

4. Release the mouse button.

5. Type the desired text into the text box.

6. Select the Insert menu.

7. Point to the Picture command.

8. Select the From File command.

9. Select the Look in list.

10. Select the drive containing the picture you want to insert.

11. Select the folder containing the picture you want to insert.

12. Select the name of the desired picture.

13. Select Insert.

f Step-by-Step

Add a picture to a text box.

Display the Drawing toolbar and ruler, if necessary.

*Steps*	*Practice Data*
1. Click the Text Box button. The mouse pointer changes into a crosshair when positioned over the document.	Click
2. Drag to draw the text box. The text box appears as you drag.	Drag under the scroll to draw a text box about 4 inches wide by 4 inches high
3. Release the mouse button. The text box and the Text Box toolbar appear in the document.	Release the mouse button
4. Type the desired text into the text box. The text appears in the text box.	Type the text shown below
5. Select the Insert menu. The Insert* menu appears*.	Click Insert
6. Point to the Picture command. The Picture* submenu appears*.	Point to Picture
7. Select the From File command. The Insert Picture dialog box opens.	Click From File
8. Select the Look in list. A list of available drives appears.	Click Look in
9. Select the drive containing the picture you want to insert. The folders and files in the selected drive appear.	Click the student data drive
10. Select the folder containing the picture you want to insert. The files in the selected folder appear.	Double-click to select the student data folder
11. Select the name of the desired picture. A preview of the picture appears.	Click Bike
12. Select Insert. The picture appears in the text box.	Click Insert

Scroll as necessary and type the following text into the text box: Now Available from Worldwide Sporting Goods. Then, press [Enter] twice.

Select the text in the text box and format it as bold, 12 points. then, center the text and the picture, if necessary.

Click in any blank area of the document to deselect the text box.

_{Creating a Callout}

d Discussion

A callout consists of a text box and a leader (the line or pointer leading from the callout). Callouts are useful for adding labels or explanations to document elements or for pointing out important details.

Generally, a callout includes a leader and borders. However, some callout styles do not have borders around the text, although they do display a leader.

Creating callouts

C Procedures

1. Display the Drawing toolbar.

2. Select the AutoShapes menu on the Drawing toolbar.

3. Point to the Callouts command.

4. Select the desired type of callout.

5. Point to the area of the document to which you want the leader to point and drag to place the callout at the desired location in the document.

6. Release the mouse button.

7. Type the desired callout text.

f Step-by-Step

Create a callout.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the AutoShapes menu on the Drawing toolbar. The AutoShapes* menu appears.*	Click AutoShapes
2. Point to the Callouts command. The Callouts* palette appears.*	Point to Callouts
3. Select the desired type of callout. The mouse pointer changes into a crosshair when positioned over the document.	Click (second row, second column)
4. Point to the area of the document to which you want the leader to point and drag to place the callout at the desired location in the document. An image of the callout and leader appears as you drag.	Point to the seat of the bike and drag to 5 1/2 inches on the horizontal scroll bar and 2 inches on the vertical scroll bar
5. Release the mouse button. The callout and leader appear in the document.	Release the mouse button
6. Type the desired callout text. The callout text appears.	Type *Seat adjusts forward, backward, up, and down*

If necessary, drag the bottom middle handle of the callout down to make it larger.

Use the same AutoShape to create a callout pointing to the bike handlebars. Type the following callout text: Handlebars adjust forward and backward. Adjust the size of the callout as necessary.

Click in any blank area of the document to deselect the callout.

_{Formatting a Callout}

d Discussion

The Format AutoShapes dialog box contains options you can use to format callouts. You can change the size and position of a callout, add fill color and borders, and format lines and borders (including the leader). You can also hide the leader.

In addition, you can select a semitransparent fill color, which enables text in the callout to be more visible.

To change or edit callout text, you can click in callout text and edit it just as you would edit any other document text.

Formatting a callout

C Procedures

1. Select the callout you want to format.

2. Select the Format menu.

3. Select the AutoShape command.

4. Select the tab containing the properties you want to add or modify.

5. Select the desired options.

6. Select OK.

f Step-by-Step

Format a callout.

*Steps*	*Practice Data*
1. Select the callout you want to format. The callout is selected and the Text Box* toolbar appears.*	Click the callout leading from the bike seat
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the AutoShape command. The Format AutoShape dialog box opens.	Click AutoShape...
4. Select the tab containing the properties you want to add or modify. The Colors and Lines* page appears.*	Click the Colors and Lines tab, if necessary
5. Select the desired options. The options are selected.	Select the options shown below
6. Select OK. The Format AutoShape dialog box closes and the callout is formatted accordingly.	Click OK

Add the following formats to the callout leading from the bike seat:

Under Fill, select the Sky Blue color from the Color list.

Under Fill, select the Semitransparent option.

Under Line, select Blue (second row, sixth color) from the Color list.

Under Arrows, select (first row, second column) from the Begin style list.

Add the same formats to the handlebars callout.

Click in any blank area of the document to deselect the callout.

_{Creating a Composite Picture}

d Discussion

A composite picture consists of both an imported graphic and one or more drawing objects. To create a composite picture, you add drawing objects to an imported picture using the Microsoft Picture Editor.

Creating a composite picture

C Procedures

1. Select the picture you want to edit.

2. Select the Edit menu.

3. Select the Edit Picture command.

4. Click the desired drawing tool.

5. Drag to create the drawing object.

6. Select the Close Picture button on the Edit Picture toolbar.

f Step-by-Step

Create a composite picture.

*Steps*	*Practice Data*
1. Select the picture you want to edit. The picture is selected.	Click the bike picture
2. Select the Edit menu. The Edit* menu appears.*	Click Edit
3. Select the Edit Picture command. The Microsoft Picture Editor opens and the Edit Picture* toolbar appears.*	Click Edit Picture
4. Click the desired drawing tool. The mouse changes into a crosshair when positioned over the document.	Click
5. Drag to create the drawing object. An image of the drawing object appears as you drag.	Drag to draw a half-inch circle over the front wheel axle
6. Select the Close Picture button on the Edit Picture toolbar. The Microsoft Picture Editor closes and the composite picture appears in the document.	Click Close Picture

Close BIKE.DOC.

_Exercise

_{Formatting a Drawing}

e Task

Add and format a text box and a callout. Make a composite picture.

1. Create a new document.

2. In the top, left corner of the document, create a starburst about 2" wide by 2" high. Use the AutoShape in the first row and first column of the Stars and Banners submenu.

3. Draw a text box inside of the starburst and type the word SALE.

4. Format the text as bold, 16 points, and centered.

5. Position the text box so that the text is in the center of the star burst.

6. Remove the border from the text box.

7. Draw a text box that is about 3" wide by 2" high below the starburst and type the following text into it: Worldwide Sporting Goods. Center the text and make it 14 points, bold, and centered.

8. Insert the Cycling picture from the student data folder into the Worldwide Sporting Goods text box. Center the picture and expand the text box as necessary to display the entire picture.

9. Create a callout without a border that points to the bike helmet. Type the following callout text: $19.95. Adjust the size of the callout box, if necessary.

10. Open the Microsoft Picture Editor. Select the Lightning Bolt AutoShape found on Basic Shapes submenu (sixth row, second column) and insert it to the right of the cyclist. Add a Yellow fill color to the lightning bolt (fourth row, third color) and close the picture.

11. Close the document without saving it.

_{Lesson
37 -

Using WordArt}

_{In this lesson, you will
learn how to:}

· Use WordArt

· Create a WordArt object

· Resize a WordArt object

· Use the WordArt toolbar

_{Using WordArt}

d Discussion

You can use WordArt to create a graphic text object. Such text can be used for company logos, text advertisements, and newsletters.

WordArt is an application that can run only within a companion program (such as Word); it cannot run independently. As a result, WordArt cannot create its own files. Each object created in WordArt becomes a part of the Word document in which it is embedded.

_{Creating a WordArt Object}

d Discussion

To create a WordArt text object, you must start WordArt and select a WordArt style. Then, the Edit WordArt Text dialog box opens, allowing you to type and format the WordArt text.

Once a WordArt object has been embedded in a document, you cannot change the font style, size, or attributes using Word commands. As soon as you select a WordArt object, the WordArt toolbar appears. You can use tools available on the WordArt toolbar to format the WordArt object, or you can open the Edit WordArt Text dialog box to make changes to the WordArt text.

Creating a WordArt object


o	Although you can select existing text in a document to create WordArt, the WordArt object does not replace the document text.

C Procedures

1. Display the Drawing toolbar.

2. Position the insertion point where you want to insert WordArt text.

3. Click the Insert WordArt button .

4. Select the desired WordArt style.

5. Select OK.

6. Type the desired WordArt text.

7. Format the WordArt text as desired.

8. Select OK.

f Step-by-Step

From the Student Data directory, open EQUIPMT.DOC.

Create a WordArt object.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert WordArt text. The insertion point appears in the new location.	Press [Ctrl+Home], if necessary
2. Click the Insert WordArt button. The WordArt Gallery dialog box opens.	Click
3. Select the desired WordArt style. The WordArt style is selected.	Click (first row, fourth column)
4. Select OK. The WordArt Gallery dialog box closes and the Edit WordArt Text dialog box opens.	Click OK
5. Type the desired WordArt text. The text appears in the Edit WordArt Text dialog box.	Type *Worldwide Sporting Goods*
6. Format the WordArt text as desired. The WordArt text is formatted.	Apply the formats shown below to the WordArt text
7. Select OK. The Edit WordArt Text dialog box closes and the WordArt text and the WordArt* toolbar appear in the document.*	Click OK

Apply the following formats to the WordArt text:

Select Arial from the Font list.

Select 24 from the Size list.

Click to bold the text.

Click in any blank area of the document to deselect the WordArt object and close the WordArt toolbar.

_{Resizing a WordArt Object}

d Discussion

Since WordArt text is embedded in a document as a graphic object, you can size it just as you would size any other graphic object. You can select the WordArt object and drag it as desired, or you can open the Format WordArt dialog box and enter a specific width and height.


o	If you select the Lock aspect ratio option in the Format WordArt dialog box, the height and width of the WordArt object adjust proportionally.

C Procedures

1. Select the WordArt object you want to resize.

2. Click the Format WordArt button .

3. Select the Size tab.

4. Under Size and rotate, enter the desired height in the Height spin box.

5. Under Size and rotate, enter the desired width in the Width spin box.

6. Select OK.

f Step-by-Step

Resize a WordArt object.

*Steps*	*Practice Data*
1. Select the WordArt object you want to resize. The WordArt object is selected and the WordArt* toolbar appears*.	Click the Worldwide Sporting Goods WordArt object, if necessary
2. Click the Format WordArt button. The Format WordArt dialog box opens.	Click
3. Select the Size tab. The Size* page appears.*	Click the Size tab
4. Under Size and rotate, enter the desired height in the Height spin box. The number appears in the Height* spin box.*	Click Height to 1.01" under Size and rotate
5. Under Size and rotate, enter the desired width in the Width spin box. The number appears in the Width* spin box.*	Click Width to 4.6" under Size and rotate
6. Select OK. The Format WordArt dialog box closes and the WordArt object is resized.	Click OK

Click in any blank area of the document to deselect the WordArt object and close the WordArt toolbar.

_{Using the WordArt Toolbar}

d Discussion

The WordArt toolbar provides tools used to format WordArt objects. You can edit the WordArt text and change its font, font size, and attributes; change the WordArt style; change the color, size, or position of the WordArt object; change the shape of the WordArt object; rotate the WordArt object; adjust the text height and alignment; and adjust the spacing between characters.

You can edit WordArt objects using the following tools found on the WordArt toolbar:

Button Name	Button	Function
Insert WordArt		Opens the WordArt Gallery dialog box, allowing you to create a new WordArt object.
Edit Text	Edit Text...	Opens the Edit WordArt Text dialog box, allowing you to edit and format the WordArt text.
WordArt Gallery		Opens the WordArt Gallery dialog box, allowing you to select a different WordArt style.
Format WordArt		Opens the Format WordArt dialog box, allowing you to format the WordArt object.
WordArt Shape		Displays a palette of WordArt shapes, allowing you to select a different object shape.
Free Rotate		Changes the sizing handles to green circles, allowing you to drag to rotate the WordArt object.
WordArt Same Letter Heights		Changes all the letters in the WordArt text to the same height within the defined shape.
WordArt Vertical Text		Changes the orientation of the WordArt object to vertical.
WordArt Alignment		Displays a menu from which you can select the desired alignment option.
WordArt Character Spacing		Displays a menu from which you can select the desired character spacing and kerning options.

Changing WordArt character spacing


o	If necessary, click the right mouse button on the WordArt object and select the Show WordArt Toolbar command to display the WordArt toolbar.

C Procedures

1. Select the WordArt object you want to modify.

2. Click the desired button on the WordArt toolbar.

3. Select the desired option, if necessary.

f Step-by-Step

Use the WordArt toolbar.

*Steps*	*Practice Data*
1. Select the WordArt object you want to modify. The WordArt object is selected and the WordArt* toolbar appears.*	Click the Worldwide Sporting Goods WordArt object
2. Click the desired button on the WordArt toolbar. The WordArt object is modified, a menu appears, or a dialog box opens.	Click
3. Select the desired option, if necessary. The WordArt object is modified.	Click Loose

Click in any blank area of the document to deselect the WordArt object and close the WordArt toolbar.

Close EQUIPMT.DOC.

_Exercise

_{Using WordArt}

e Task

Design a WordArt logo for Worldwide Sporting Goods.

1. Create a new document.

2. Open the WordArt Gallery dialog box and select a WordArt style (third row, third column).

3. Type the following WordArt text:

Worldwide Sporting Goods, Inc.

4. Format the WordArt text as Britannic Bold, 40 points.

5. Select OK to insert the WordArt object into the document.

6. Select the WordArt Gallery button on the WordArt toolbar and select a different WordArt style (fourth row, fourth row).

7. Change the character spacing to Very Loose and then to Very Tight.

8. Change the orientation of the WordArt object to vertical and then back to horizontal.

9. Close the document without saving it.

_{Lesson
38 -

Using Other Effects}

_{In this lesson, you will
learn how to:}

· Store a graphic in AutoCorrect

· Add borders to text

· Add shading to text

· Add a shadow to an object

· Add a 3D effect to an object

· Add a page border

· Create a watermark

_{Storing a Graphic in AutoCorrect}

d Discussion

Although AutoCorrect entries are usually used to correct common misspelling and typing errors, they can also be used to replace abbreviated text with longer text entries or special characters, such as the copyright symbol. In addition, you can create an AutoCorrect entry that automatically inserts formatted text or a graphic image into a document.

Storing a graphic in an AutoCorrect entry

C Procedures

1. Select the text and/or graphic you want to store as an AutoCorrect entry.

2. Select the Tools menu.

3. Select the AutoCorrect command.

4. Type the desired name for the AutoCorrect entry in the Replace text box.

5. Select the Formatted text option.

6. Select the Replace text as you type option.

7. Select Add.

8. Select OK.

f Step-by-Step

From the Student Data directory, open SALESAD.DOC.

Store a graphic in an AutoCorrect entry.

*Steps*	*Practice Data*
1. Select the text and/or graphic you want to store as an AutoCorrect entry. The text and/or graphic are highlighted as you drag.	Click in the margin to the left of the Worldwide Sporting Goods title
2. Select the Tools menu. The Tools* menu appears.*	Click Tools
3. Select the AutoCorrect command. The AutoCorrect dialog box opens.	Click AutoCorrect...
4. Type the desired name for the AutoCorrect entry in the Replace text box. The name appears in the Replace* text box.*	Type *wsg*
5. Select the Formatted text option. The Formatted text* option is selected.*	Click Formatted text, if necessary
6. Select the Replace text as you type option. The Replace text as you type* option is selected.*	Click Replace text as you type, if necessary
7. Select Add. The AutoCorrect entry appears in the Replace text as you type* list box.*	Click Add
8. Select OK. The AutoCorrect dialog box closes and the AutoCorrect entry is available.	Click OK

Delete the title at the top of the page. Then, type wsg and press [Spacebar]. Notice that the formatted text and graphic are inserted into the document.

_{Adding Borders to Text}

d Discussion

You can add borders to text to add emphasis. Word 97 has several default borders, or you can design a custom border. You can apply borders to individual text characters, words, or paragraphs.

Adding a border to text

C Procedures

1. Select the text to which you want to add a border.

2. Select the Format menu.

3. Select the Borders and Shading command.

4. Select the Borders tab.

5. Under Setting, select the desired type of border.

6. Format the border as desired.

7. Select the Apply to list.

8. Select the desired option.

9. Select OK.

f Step-by-Step

Add a border to text.

Select the Show/Hide button to display the nonprinting characters, if necessary.

*Steps*	*Practice Data*
1. Select the text to which you want to add a border. The text is selected.	Scroll as necessary and double-click the number 1
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Borders and Shading command. The Borders and Shading dialog box opens.	Click Borders and Shading...
4. Select the Borders tab. The Borders* page appears.*	Click the Borders tab, if necessary
5. Under Setting, select the desired type of border. The text and border appear in the Preview* box.*	Click Box
6. Format the border as desired. The border is formatted accordingly.	Apply the formats shown below to the border
7. Select the Apply to list. A list of Apply to* options appears.*	Click Apply to
8. Select the desired option. The option appears in the Apply to box.	Click Text, if necessary
9. Select OK. The Borders and Shading dialog box closes and the formatted border is applied to the text.	Click OK

Apply the following formats to the border:

Scroll as necessary and select the first double, solid line from the Style list box.

Select Blue from the Color list.

Select 1 1/2 pt from the Width list.

Click in any blank area of the document to deselect the text.

_{Adding Shading To Text}

d Discussion

You can use shading to emphasize text, but you must use it carefully. If the shading is too dark, the pattern can be overpowering. On the other hand, if the text is too small, it may not be legible when shaded.

Although Word 97 provides several shading patterns, a dotted pattern is used most often. A 5% or 10% dotted pattern is generally light enough so that you can read the shaded text.

Adding shading to text


o	When you select Clear from the Style list under Patterns, the Color list is not available.

C Procedures

1. Select the text to which you want to add shading.

2. Select the Format menu.

3. Select the Borders and Shading command.

4. Select the Shading tab.

5. Under Fill, select the desired fill color.

6. Format the fill color as desired.

7. Select the Apply to list.

8. Select the desired option.

9. Select OK.

f Step-by-Step

Add shading to text.

Scroll the document to view the star, if necessary.

*Steps*	*Practice Data*
1. Select the text to which you want to add shading. The text is selected.	Double-click the word just in the line below the star
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Borders and Shading command. The Borders and Shading dialog box opens.	Click Borders and Shading...
4. Select the Shading tab. The Shading* page appears.*	Click the Shading tab
5. Under Fill, select the desired fill color. The text and color appear in the Preview* box.*	Click Yellow (sixth row, fourth column)
6. Format the fill color as desired. The formatted text appears in the Preview* box.*	Apply the formats shown below to the yellow fill color
7. Select the Apply to list. A list of options appears.	Click Apply to
8. Select the desired option. The selected option appears in the Apply to* box*.	Click Text, if necessary
9. Select OK. The Borders and Shading dialog box closes and the color and shading are applied to the selected text.	Click OK

Apply the following formats to the yellow fill color:

Select 5% from the Style list.

Select Black from the Color list.

Select the word money in the second sentence of the following paragraph and apply the Bright Green shading (sixth row, third column) and the Clear pattern to it.

Select the word sky’s in the following sentence and apply the Turquoise shading (sixth row, second column) and the Clear pattern to it.

Click in any blank area of the document to deselect the text.

_{Adding a Shadow to an Object}

d Discussion

A shadow can add a dramatic effect to an object. You can apply a shadow to lines, arrows, rectangles, ovals, WordArt objects, text boxes, and AutoShapes.

Word 97 provides a number of shadows, including ones that render an engraved or embossed 3D effect.

C Procedures

1. Display the Drawing toolbar.

2. Select the object to which you want to add a shadow.

3. Click the Shadow button .

4. Select the desired shadow style.

f Step-by-Step

Add a shadow to an object.

Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the object to which you want to add a shadow. The object is selected.	Scroll as necessary and click the star
2. Click the Shadow button. A palette of shadow styles appears.	Click
3. Select the desired shadow style. The shadow style is applied to the selected object.	Click Shadow Style 4 (first row, fourth column)

Click in any blank area of the document to deselect the star.

_{Adding a 3D Effect to an Object}

d Discussion

You can use the 3D button on the Drawing toolbar to add a three-dimensional effect to an object. Word 97 provides a number of different 3D styles you can apply to lines, arrows, rectangles, ovals, AutoShapes, text boxes, and WordArt objects.

C Procedures

1. Display the Drawing toolbar.

2. Select the object to which you want to add a 3D style.

3. Click the 3D button .

4. Select the desired 3D style.

f Step-by-Step

Add a 3D effect to an object.

Go to the bottom of the document. Display the Drawing toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the object to which you want to add a 3D style. The object is selected.	Click the Call Today text box
2. Click the 3D button. A palette of 3D styles appears.	Click
3. Select the desired 3D style. The 3D style is applied to the selected object.	Click 3-D Style 1 (first row, first column)

Click in any blank area of the document to deselect the object.

_{Adding a Page Border}

d Discussion

To give a page a finished look, you can add a border to it. Borders are generally used for documents of a graphic nature, such as a flyer or a brochure.

Instead of a line style and color, you can use art as a page border. Word provides several borders comprised of graphic images.

Adding a page border

C Procedures

1. Click anywhere on the page to which you want to add a border.

2. Select the Format menu.

3. Select the Borders and Shading command.

4. Select the Page Border tab.

5. Under Setting, select the desired type of border.

6. Format the page border as desired.

7. Select the Apply to list.

8. Select the desired option.

9. Select OK.

f Step-by-Step

Add a page border.

*Steps*	*Practice Data*
1. Click anywhere on the page to which you want to add a border. The insertion point appears in the new location.	Click anywhere in the document
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Borders and Shading command. The Borders and Shading dialog box opens.	Click Borders and Shading...
4. Select the Page Border tab. The Page* Border page appears.*	Click the Page Border tab
5. Under Setting, select the desired type of border. The border appears in the Preview* box.*	Click Box
6. Format the page border as desired. The border is formatted accordingly.	Apply the formats shown below to the page border
7. Select the Apply to list. A list of Apply to* options appears.*	Click Apply to , if necessary
8. Select the desired option. The option appears in the Apply to box.	Click Whole document, if necessary
9. Select OK. The Borders and Shading dialog box closes and the border is applied to the page.	Click OK

Apply the following formats to the border:

Select the single, solid line from the Style list box, if necessary.

Select Blue from the Color list.

Select 3 pt from the Width list.

Preview the page to see the border. Then, open the Borders and Shading dialog box again and select the globe image from the Art list (the 22nd item on the list). Preview the page again.

Close SALESAD.DOC.

_{Creating a Watermark}

d Discussion

A watermark is a graphic (or text in a text box) that appears either on top of or behind the document text and objects on the page. Usually, however, a watermark is positioned behind the text layer.

To be effective, the contrast and brightness of the watermark should be adjusted so that the document text is legible. Additionally, you must select no text wrapping in order for the document text to appear over the watermark rather than around it.

Creating a watermark


o	To add a watermark to every page of a document, you must place it in the header or footer. When you place a watermark in the header or footer, you can move the watermark anywhere on the page; you are not limited to the header and footer areas.

C Procedures

1. Display the Picture toolbar.

2. Select the object you want to use as a watermark.

3. Click the Image Control button .

4. Select Watermark.

5. Click the Text Wrapping button .

6. Select None.

f Step-by-Step

From the Student Data directory, open SALESAD2.DOC.

Create a watermark.

Display the Picture toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the object you want to use as a watermark. The object is selected and the Picture* toolbar appears.*	Click the globe picture
2. Click the Image Control button. The Image Control* menu appears.*	Click
3. Select Watermark. The brightness and contrast of the object are adjusted.	Click Watermark
4. Click the Text Wrapping button. The Text Wrapping* menu appears.*	Click
5. Select None. The text of the document appears over the object.	Click None

Close SALESAD2.DOC.

_Exercise

_{Using Other Effects}

e Task

Create an AutoCorrect entry containing formatted text and a graphic image. Apply a 3D effect, add a page border, and create a watermark.

1. Open Baseball.

2. Select the text Baseball Equipment, Inc. and apply a box border. Select the single, solid line style and a 1 point width. Format the text as black. Then, apply a Gray-25% fill color (eighth row, fourth column). Do not apply a pattern.

3. Select the ribbon and apply the Shadow Style 2 style to it.

4. Select the Baseball Equipment, Inc. line and create a formatted AutoCorrect entry named bbe.

5. Create a new document and insert the bbe AutoCorrect entry. Notice that the AutoCorrect entry includes the ribbon and the stars as well as the Baseball Equipment, Inc. line.

6. Close the new document without saving it.

7. Add 3D effects to each of the three stars below the ribbon. Apply the 3-D Style 2 style to the star on the left, the 3-D Style 8 style to the star in the middle, and the 3-D Style 11 style to the star on the right.

8. Add a page border comprised of gold stars.

9. Preview the document.

10. Close the document without saving it.

11. Open Basebll2.

12. Select the picture of the baseball player and make it a watermark.

13. Close the document without saving it.

_{Lesson
39 -

Using Microsoft Graph}

_{In this lesson, you will
learn how to:}

· Work with Microsoft Graph

· Create a chart

· Edit the datasheet

· Add a chart title

· Change the chart type

· Create a chart from a table

· Copy data to a datasheet

· Import data

_{Working with Microsoft Graph}

d Discussion

You can often present information in a chart better than you can in a table or worksheet.

Microsoft Graph can help you create a chart. In Microsoft Graph, you can type the data into a datasheet, select it from a table, or import a data file from another application.

Microsoft Graph is an application that can only run within a companion program (such as Word); it cannot run independently. As a result, Microsoft Graph cannot create its own files and charts become part of the document in which they are embedded. Even though a chart is embedded in the Word document, it remains linked to Microsoft Graph. In addition, any chart you create with Microsoft Graph must fit on one page.

As soon as you start Microsoft Graph, the Microsoft Graph menu bar and toolbars appears.

When you create a new chart, a default datasheet and chart appear. Whenever you edit data in the datasheet, the chart changes to reflect the new data.

Data is plotted as markers in a chart. Markers can be columns, bars, cones, pyramids, lines, bubbles, points, slices of a pie, or pieces of a doughnut. Many markers, such as columns, cones, pyramids, and slices of a pie, can be three-dimensional.

By default, Microsoft Graph uses the data in the first row of the datasheet as the category names and the data in the left column as the series names and legend labels.


o	A datasheet cannot have more that 4,000 columns or 4,000 rows.

_{Creating a Chart}

d Discussion

When Microsoft Graph starts, it displays a datasheet complete with default data and an accompanying chart. When you delete the default data and enter your own data, the chart updates accordingly.

By default, the datasheet displays only a few rows and columns. If you have quite a bit of data to enter, you can increase the size of the datasheet. To see the chart, you can close the datasheet.

When you have finished entering data, you can click in any blank area of the screen to close Microsoft Graph and embed the chart in the document. If you have selected the Float over text option, you can then move the chart as desired in the document.

After you have created a chart, you can double-click it to start Microsoft Graph and display the datasheet. The View Datasheet button on the Standard Microsoft Graph toolbar allows you to display or hide the datasheet as desired.

To navigate a datasheet, you can press the [Enter] key to move down the rows, press the [Tab] key or the [Shift+Tab] key combination to move across the columns, press one of the arrow keys to move in the corresponding direction, or click to select the desired cell.

A chart created in Microsoft Graph


o	You can adjust the datasheet column width by pointing to the border on the right side of the column heading and dragging to the right or to the left as needed.

C Procedures

1. Position the insertion point at the location where you want to insert the chart.

2. Select the Insert menu.

3. Select the Object command.

4. Select the Create New tab.

5. Select the Float over text option.

6. Select Microsoft Graph 97 Chart from the Object type list box.

7. Select OK.

8. Enter the desired data in the datasheet.

f Step-by-Step

Create a chart.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point at the location where you want to insert the chart. The insertion point appears in the new location.	Press [Ctrl+Home], if necessary
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Object command. The Object dialog box opens.	Click Object...
4. Select the Create New tab. The Create New* page appears.*	Click the Create New tab, if necessary
5. Select the Float over text option. The Float over text* option is selected.*	Click Float over text, if necessary
6. Select Microsoft Graph 97 Chart from the Object type list box. *Microsoft Graph 97 Chart* is selected.	Scroll as necessary and click Microsoft Graph 97 Chart
7. Select OK. The Microsoft Graph 97 menu bar and toolbars, as well as the default datasheet and chart appear.	Click OK
8. Enter the desired data in the datasheet. The data appears in the datasheet.	Type the data shown below

Enter the following data into the datasheet:

		A	B	C	D
		1st Qtr	2nd Qtr	3rd Qtr	4th Qtr
1	East	25	30	80	22
2	West	35	42	25	50
3	North	40	55	70	28

Click in any blank area of the document to close Microsoft Graph and view the chart in the document.

Save the document as Chart1.

_{Editing the Datasheet}

d Discussion

After you have entered data into the datasheet and embedded a chart, you can open the chart and modify the data as necessary. For example, if you have entered incorrect data, you can easily change it. You can also open Microsoft Graph to add data to the chart.

C Procedures

1. Double-click the chart to activate Microsoft Graph.

2. Select the data you want to change.

3. Type the desired data.

4. Press [Enter].

f Step-by-Step

Edit the datasheet.

*Steps*	*Practice Data*
1. Double-click the chart to activate Microsoft Graph, if necessary. The Microsoft Graph menu bar, toolbars, and datasheet appear.	Double-click the chart
2. Select the data you want to change. The data is selected.	Click cell C1
3. Type the desired data. The data appears in the cell.	Type 90
4. Press [Enter]. The data is entered into the cell.	Press [Enter]

Move or close the datasheet to view the changes in the chart.

_{Adding a Chart Title}

d Discussion

By default, Microsoft Graph does not add a title to a chart. However, you can add one at any time. When you add a chart title, it appears by default in the center at the top of the chart. You can then move it anywhere in the chart.

Adding a chart title

C Procedures

1. Double-click the chart to activate Microsoft Graph.

2. Close the datasheet.

3. Select the Chart menu.

4. Select the Chart Options command.

5. Select the Titles tab.

6. Select the Chart title text box.

7. Type the desired title.

8. Select OK.

f Step-by-Step

Add a chart title.

*Steps*	*Practice Data*
1. Double-click the chart to activate Microsoft Graph, if necessary. The Microsoft Graph menu bar, toolbars, and datasheet appear.	Double-click the chart
2. Close the datasheet, if necessary. The datasheet closes.	Click
3. Select the Chart menu. The Chart* menu appears.*	Click Chart
4. Select the Chart Options command. The Chart Options dialog box opens.	Click Chart Options...
5. Select the Titles tab. The Titles* page appears*.	Click the Titles tab, if necessary
6. Select the Chart title text box. The insertion point appears in the Chart title* text box.*	Click in the Chart title text box
7. Type the desired title. The title appears in the Chart title* text box and in the preview.*	Type *Annual Sales*
8. Select OK. The Chart Options dialog box closes and the title appears in the chart.	Click OK

_{Changing the Chart Type}

d Discussion

By default, Microsoft Graph uses bars to represent the data in a new chart. You can modify a chart by using one of several shapes provided by Microsoft Graph (such as columns, cones, and pyramids), or you can change to a different type of chart (such as a line, pie, or area chart).

You can use menu commands or the Chart Type button to change a chart type. The icon on the Chart Type button displays the currently selected chart type.

To preview a chart type, you can select the Press and hold to view sample button on the Standard Types page in the Chart Type dialog box.


o	You can also use the Chart Type menu on the Microsoft Graph Standard toolbar to change the chart type.

C Procedures

1. Double-click the chart to activate Microsoft Graph.

2. Select the Chart menu.

3. Select the Chart Type command.

4. Select the desired tab.

5. Select the desired chart type from the Chart type list box.

6. Select the desired chart sub-type.

7. Select OK.

f Step-by-Step

Change the chart type.

*Steps*	*Practice Data*
1. Double-click the chart to activate Microsoft Graph, if necessary. The Microsoft Graph menu bar, toolbars, and datasheet appear.	Double-click the chart
2. Select the Chart menu. The Chart* menu appears*.	Click Chart
3. Select the Chart Type command. The Chart Type dialog box opens.	Click Chart Type...
4. Select the desired tab. The corresponding page appears.	Click the Standard Types tab, if necessary.
5. Select the desired chart type from the Chart type list box. The corresponding chart sub-types appear under Chart sub-type.	Click Line
6. Select the desired chart sub-type. The chart sub-type is selected.	Click (first row, first column)
7. Select OK. The Chart Type dialog box closes and the chart type changes accordingly.	Click OK

Change the chart type to an area chart.

Click in any blank area of the document to close Microsoft Graph.

Close CHART1.DOC.

_{Creating a Chart from a Table}

d Discussion

You can create a chart from existing data in a Word table. Instead of retyping all the table data into the datasheet, you can select the table and create a new chart. Microsoft Graph automatically inserts the selected data into the datasheet.

If you change any data in a table, however, the chart does not automatically change. You must edit the datasheet in order to update the chart.

A chart created from a table

C Procedures

1. Select the table data you want to chart.

2. Select the Insert menu.

3. Select the Object command.

4. Select the Create New tab.

5. Select Microsoft Graph 97 Chart from the Object type list box.

6. Select OK.

7. Click in any blank area of the document to close Microsoft Graph.

f Step-by-Step

From the Student Data directory, open TBLCHT1.DOC.

Create a chart from table data.

*Steps*	*Practice Data*
1. Drag to select the table data you want to chart. The data is highlighted as you drag.	Drag to select the entire table
2. Release the mouse button. The data is selected.	Release the mouse button
3. Select the Insert menu. The Insert* menu appears.*	Click Insert
4. Select the Object command. The Object dialog box opens.	Click Object...
5. Select the Create New tab. The Create New* page appears.*	Click the Create New tab, if necessary
6. Select Microsoft Graph 97 Chart from the Object type list box. *Microsoft Graph 97 Chart* is selected.	Click Microsoft Graph 97 Chart
7. Select OK. The Object dialog box closes, Microsoft Graph starts, and the selected table data appears in the datasheet.	Click OK
8. Click in any blank area of the document to close Microsoft Graph. The chart appears in the document.	Click in any blank area of the document

Close TBLCHT1.DOC.

_{Copying Data to a Datasheet}

d Discussion

You can copy and paste data from another document or from a different application (such as Microsoft Excel) into a datasheet. In order to copy and paste data, the individual items of data in a word processing document must be separated by tabs. In spreadsheets, you can copy a range of cells.

Before you paste data that is smaller than four rows or five columns, you should first select all the datasheet cells. Otherwise, some of the default data may remain in the datasheet.


o	You can select all the cells in the datasheet by clicking the Select All button (the gray button in the upper left corner of the datasheet, above the row numbers and to the left of the column headings).

C Procedures

1. Select the data you want to copy.

2. Click the Copy button .

3. Position the insertion point where you want to place the chart.

4. Select the Insert menu.

5. Select the Object command.

6. Select the Create New tab.

7. Select Microsoft Graph 97 Chart from the Object type list box.

8. Select OK.

9. Click the Select All button (the gray button in the upper left corner of the datasheet, above the row numbers and to the left of the column headings).

10. Click the Paste button .

f Step-by-Step

From the Student Data directory, open PRODUCT8.DOC.

Copy data to a datasheet.

*Steps*	*Practice Data*
1. Drag to select the data you want to copy. The data is highlighted as you drag.	Drag from the line beginning with Cleats to include the line ending with 488
2. Release the mouse button. The data is selected.	Release the mouse button
3. Click the Copy button. The data is copied to the Windows Clipboard.	Click
4. Position the insertion point where you want to place the chart. The insertion point appears in the new location.	Click below the last line of data
5. Select the Insert menu. The Insert* menu appears.*	Click Insert
6. Select the Object command. The Object dialog box opens.	Click Object...
7. Select the Create New tab. The Create New* page appears.*	Click the Create New tab, if necessary
8. Select Microsoft Graph 97 Chart from the Object type list box. *Microsoft Graph 97 Chart* is selected.	Click Microsoft Graph 97 Chart
9. Select OK. Microsoft Graph starts and the default datasheet appears.	Click OK
10. Click the Select All button (the gray button in the upper left corner of the datasheet, above the row numbers and to the left of the column headings). All the cells in the datasheet are selected.	Click Select All
11. Click the Paste button. The data appears in the datasheet.	Click

Click in any blank area of the document to close Microsoft Graph.

Close PRODUCT8.DOC.

_{Importing Data}

d Discussion

You can create a chart by importing data from another application.

If the data you are importing is not at least four rows by five columns, you must delete the default data in the datasheet before importing it. If the imported data is four or more rows by five or more columns, you can select the Overwrite existing cells option.

Importing data


o	To import only part of the data in a file, you must select the Range option and enter the specified range (i.e., cell addresses or names) in the Import Data Options dialog box.

C Procedures

1. Position the insertion point in the document where you want to insert the chart.

2. Select the Insert menu.

3. Select the Object command.

4. Select the Create New tab.

5. Select Microsoft Graph 97 Chart from the Object type list box.

6. Select OK.

7. Click the Select All button (the gray button in the upper left corner of the datasheet, above the row numbers and to the left of the column headings).

8. Press [Delete] to erase the default data.

9. Select the cell in the upper left corner of the datasheet.

10. Click the Import File button .

11. Select the Look in list.

12. Select the drive where the file is stored.

13. Select the folder where the file is stored.

14. Select the Files of type list.

15. Select the desired file type.

16. Select the file containing the desired data.

17. Select Open.

18. Select the desired sheet from the Select sheet from workbook list box.

19. Select OK.

20. Click in any blank area of the document to close Microsoft Graph.

f Step-by-Step

Import data into a datasheet.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in the document where you want to insert the chart. The insertion point appears in the new location.	Press [Ctrl+Home], if necessary
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Object command. The Object dialog box opens.	Click Object...
4. Select the Create New tab. The Create New* page appears.*	Click the Create New tab, if necessary
5. Select Microsoft Graph 97 Chart from the Object type list box. *Microsoft Graph 97 Chart* is selected.	Click Microsoft Graph 97 Chart
6. Select OK. Microsoft Graph starts and the default datasheet appears.	Click OK
7. Click the Select All button (the gray button in the upper left corner of the datasheet, above the row numbers and to the left of the column headings). All cells in the datasheet are selected.	Click Select All
8. Press [Delete] to erase the default data. The data is removed from the datasheet.	Press [Delete]
9. Select the cell in the upper left corner of the datasheet. The cell is selected.	Click in cell to the left of column A and above row 1
10. Click the Import File button. The Import File dialog box opens.	Click
11. Select the Look in list. A list of available drives appears.	Click Look in
12. Select the drive where the file is stored. A list of available folders appears.	Click the student data drive
13. Select the folder where the file is stored. A list of available files appears.	Double-click to select the student data folder
14. Select the Files of type list. A list of available file types appears.	Click Files of type
15. Select the desired file type. The selected file type appears in the Files of type* box.*	Click Microsoft Excel Files, if necessary
16. Select the file containing the desired data. The file name is selected.	Click Repsales
17. Select Open. The Import File dialog box closes and the Import Data Options dialog box opens.	Click Open
18. Select the desired sheet from the Select sheet from workbook list box. The sheet is selected.	Click Sheet1, if necessary
19. Select OK. The Import Data Options dialog box closes and the data appears in the datasheet.	Click OK
20. Click in any blank area of the document to close Microsoft Graph. Microsoft Graph closes and the chart appears in the document.	Click in any blank area of the document

Review the chart and then close the document without saving it.

_Exercise

_{Using Microsoft Graph}

e Task

Create a chart using the data from a table.

1. Open Tblcht2.

2. Select all the data in the table.

3. Start Microsoft Graph. Notice that the selected table data appears in the datasheet.

4. Click in any blank area of the document to close Microsoft Graph.

5. Start Microsoft Graph and change the first quarter sales for East to 300000.

6. Close the datasheet to view the chart.

7. Open the datasheet and select all the data. Then, import Sheet1 from the Excel file East, overwriting the existing data in the datasheet.

8. Close the datasheet to review the chart.

9. Change the chart type to a pie chart.

10. Add the following chart title: Annual Sales - East Region.

11. Click in any blank area of the document to close Microsoft Graph.

12. Select the Region and 1st quarter table columns.

13. Create a second chart from the selected table data.

14. Add the following chart title: Sales.

15. Click in any blank area of the document to close Microsoft Graph.

16. Close the document without saving it.

_{Lesson
40 -

Using the Equation Editor}

_{In this lesson, you will
learn how to:}

· Use the Equation Editor

· Starting the Equation Editor

· Create an equation

· Define character styles

· Modify selected items

_{Using the Equation Editor}

d Discussion

Scientific and technical documents often contain complex mathematical equations that contain symbols which cannot be typed using keys on the keyboard. Additionally, equations often require formatting and spacing that is difficult to accomplish with Word commands. To help you create equations, Microsoft provides the Equation Editor.

The Equation Editor is an application that can only run within a companion program (such as Word); it cannot run independently. As a result, the Equation Editor cannot create its own files. Each equation you create using the Equation Editor becomes a part of the document in which it is embedded.

_{Starting the Equation Editor}

d Discussion

When you create an equation, the insertion point appears in a slot in a text box with a shaded border and the Equation toolbar appears.

The Equation toolbar has two rows of buttons. The top row contains buttons for symbols, such as operators and Greek characters. The bottom row contains buttons for templates, such as radicals, summation, matrices, etc.

Each toolbar button is listed in the following table:

Button	Description
	Inserts relational symbols
	Inserts spaces and ellipses
	Inserts embellishments
	Inserts operator symbols
	Inserts arrow symbols
	Inserts logical symbols
	Inserts set theory symbols
	Inserts miscellaneous symbols
	Inserts Greek characters (lowercase)
	Inserts Greek characters (uppercase)
	Inserts fence templates
	Inserts fraction and radical templates
	Creates subscripts and superscripts
	Creates sums
	Inserts integrals
	Inserts underbars and overbars
	Inserts labeled arrows
	Inserts products and set theory templates
	Inserts matrix templates

Starting the Equation Editor


o	Once you have inserted an equation object into a document, you can move it as desired.

C Procedures

1. Position the insertion point where you want to insert the equation.

2. Select the Insert menu.

3. Select the Object command.

4. Select the Create New tab.

5. Select Microsoft Equation 3.0 from the Object type list box.

6. Select OK.

f Step-by-Step

Start the Equation Editor.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert the equation. The insertion point appears in the new location.	Press [Ctrl+Home], if necessary
2. Select the Insert menu. The Insert menu appears.	Click Insert
3. Select the Object command. The Object dialog box opens.	Click Object…
4. Select the Create New tab. The Create New* page appears.*	Click the Create New tab, if necessary
5. Select Microsoft Equation 3.0 from the Object type list box. *Microsoft Equation* 3.0 is selected.	Click Microsoft Equation 3.0
6. Select OK. The Equation* toolbar and an equation slot appear.*	Click OK

_{Creating an Equation}

d Discussion

Once you have started the Equation Editor, you can enter the equation. You can type numbers, letters, and some symbols, such as the equal sign, as you normally would. However, you must use the tools provided on the Equation toolbar to add embellishments, layouts, spaces, and mathematical symbols.

The Equation Editor provides several styles that can be used for different purposes in an equation. By default, the Equation Editor uses the Math style. However, you can switch to the Text style to add nonmathematical words or phrases to an equation.

The Equation Editor automatically enters any necessary spacing between numbers, symbols, and variables in an equation. If you want to adjust the spacing between characters, you cannot press the [Spacebar] key unless you are using the Text style. Otherwise, you must select one of the spacing options from the Space and Ellipses palette on the Equation toolbar.

Creating an equation


o	Each button on the Equation toolbar displays a palette of pertinent options. When you point to any palette option, a description of it appears in the status bar.

o	You can also open the Equation Editor by double-clicking an existing equation.

C Procedures

1. Start the Equation Editor.

2. Type the desired letters, numbers, or symbols to begin the equation.

3. Click the desired button on the Equation toolbar.

4. Select the desired option.

5. Complete the equation as necessary.

f Step-by-Step

Create an equation.

Create a new document and start the Equation Editor, if necessary.

*Steps*	*Practice Data*
1. Type the desired letters, numbers, or symbols to begin the equation. The text appears in the equation text box.	Type a=
2. Select the desired button on the Equation toolbar. A palette of pertinent options appears.	Click
3. Select the desired option. The insertion point appears in the next available slot in the equation text box.	Click
4. Complete the equation as necessary. The equation appears in the equation text box.	Complete the equation as shown below

To complete the equation, type x, press [Down], and type y.

Click in any blank area of the document to close the Equation Editor.

Close the document without saving it.

_{Defining Character Styles}

d Discussion

By default, the Equation Editor uses the Math style to create an equation. However, you can use other styles to add emphasis to selected characters in an equation or to change their appearance. The Style menu lists styles that can be applied to various components of the equation, including text and numbers.

You can also use the Styles dialog box to modify a character style.

Defining a character style

C Procedures

1. Start the Equation Editor.

2. Select the Style menu.

3. Select the Define command.

4. Select the Font list for the style you want to change.

5. Select the desired font.

6. Select the desired character format for the style.

7. Select OK.

f Step-by-Step

From the Student Data directory, open EQUATN2.DOC.

Define character styles.

*Steps*	*Practice Data*
1. Start the Equation Editor. The Equation Editor starts and the Equation* toolbar appears.*	Double-click x=9 when y=22
2. Select the Style menu. The Style* menu appears.*	Click Style
3. Select the Define command. The Styles dialog box opens.	Click Define...
4. Select the Font list for the style you want to change. A list of available fonts appears.	Click Font for Text........
5. Select the desired font. The font is selected.	Scroll as necessary and click Arial
6. Select the desired character format for the style. The character format is selected.	Click Bold
7. Select OK. The Style dialog box closes and the equation text using the modified style changes accordingly.	Click OK

Notice that only those characters formatted in the Text style change.

Click in any blank area of the document to close the Equation Editor.

_{Modifying Selected Items}

d Discussion

You can use the Other command on the Size menu to change the font size of individual items in an equation without changing the font size of all items in the equation.

When you select OK to close the Other Size dialog box, the Equation Editor changes the font size of all selected items. If no items are selected, the Equation Editor changes the font size of all subsequent items entered into the equation.


o	You can use the Define command on the Size menu to change the default font sizes for all equation character types, both new and existing.

C Procedures

1. Start the Equation Editor.

2. Select the equation item you want to modify.

3. Select the Size menu.

4. Select the Other command.

5. Type the desired font size.

6. Select OK.

f Step-by-Step

Modify selected items.

*Steps*	*Practice Data*
1. Start the Equation Editor. The Equation Editor starts and the Equation* toolbar appears.*	Double-click x=9 when y=22, if necessary
2. Drag to select the equation item you want to modify. The item is highlighted as you drag.	Drag to select when
3. Release the mouse button. The item is selected.	Release the mouse button
4. Select the Size menu. The Size menu appears.	Click Size
5. Select the Other command. The Other Size dialog box opens.	Click Other...
6. Type the desired font size. The number appears in the *Size* text box.	Type 16
7. Select OK. The Other Size dialog box closes and the size of the selected item changes.	Click OK

Reset the font size to 12 points. Then, define the Text style as Times New Roman, no bold or italic.

Click in any blank area of the document to close the Equation Editor.

Close EQUATN2.DOC.

_Exercise

_{Using the Equation Editor}

d Discussion

Create an equation using both the Math and Text styles. Then, redefine the Text style.

1. Create a new document, if necessary.

2. Start the Equation Editor.

3. To begin the equation, type the following text:

a = 15

Notice that the Equation Editor inserts the proper spacing.

4. Switch to the Text style, add a space, type when, and add another space. Notice that you can press the [Spacebar] key to add spaces in the Text style.

5. Switch to the Math style and type the following text:

x = 5

6. Insert the multiplication symbol from the Operator palette on the Equation toolbar and type 9.

7. Switch to the Text style again, add a space, type and, and add another space.

8. Switch back to the Math style and type the following text:

y =

9. Insert the square root sign from the Fraction and radical templates palette and type 9.

10. Define the Text style as Arial Narrow, bold. Notice that only the characters formatted in the Text style change.

11. Click in any blank area of the document to close the Equation Editor.

12. Close the document without saving it.

_{Lesson
41 -

Formatting Long Documents}

_{In this lesson, you will
learn how to:}

· Insert a section break

· Use alternate headers/footers

· Store text flow options in a style

· Enter summary information

· Insert summary information

· View the Document Map

· Use AutoSummarize

_{Inserting a Section Break}

d Discussion

Many times the first page of a long document is formatted differently than the subsequent pages. For example, the first page can be a title page which uses different margins, or it can be a table of contents that uses a different numbering style in the footer.

To apply a different page format to an individual page or to a group of pages, you must insert a section break. You can then apply a different page layout, header, footer, margins, etc., to each section of the document. For example, if a document has a portrait orientation and you want a table in it to appear in landscape orientation, you must create a separate section for the table and change the orientation for that section only.

Inserting a section break

C Procedures

1. Position the insertion point where you want to insert a section break.

2. Select the Insert menu.

3. Select the Break command.

4. Under Section breaks, select the desired option.

5. Select OK.

f Step-by-Step

From the Student Data directory, open PACKET1.DOC.

Insert a section break.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert a section break. The insertion point appears in the new location.	Click in the margin to the left of the text Products Distributed by Worldwide Sporting Goods
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Break command. The Break dialog box opens.	Click Break...
4. Under Section breaks, select the desired option. The option is selected.	Click Next page
5. Select OK. The Break dialog box closes and the section break appears above the insertion point.	Click OK

Position the insertion point in page 1 (the title page) and change both the left and right margins to 1 inch.

_{Using Alternate Headers/Footers}

d Discussion

If you are creating a long document that is be printed on both sides of the page, you can use alternating headers and footers on odd and even pages. For example, you can right align the page numbers on odd pages and left align them on even pages.

By default, headers and footers in a new section are the same as the headers and footers in the previous section. To create unique headers or footers in a section, you must deactivate the Same as Previous feature by clicking the Same as Previous button.


o	Traditionally, odd-numbered pages are right aligned and even-numbered pages are left aligned.

C Procedures

1. Position the insertion point in the section you want to format.

2. Select the View menu.

3. Select the Header and Footer command.

4. Click the Page Setup button .

5. Under Headers and Footers, select the Different odd and even option.

6. Select OK.

7. Click the Same as Previous button to create a unique header, if desired.

8. Enter the desired text or fields in the header area.

9. Click the Show Next button or the Show Previous button , as desired.

10. Click the Same as Previous button to create a unique header, if desired.

11. Position the insertion point in the header area where you want to enter text.

12. Enter the desired text or fields in the header area.

13. Click the Switch Between Header and Footer button .

14. Click the Same as Previous button to create a unique footer, if desired.

15. Position the insertion point in the footer area where you want to enter text.

16. Enter the desired text or fields in the header area.

17. Click the Show Next button or the Show Previous button , as desired.

18. Click the Same as Previous button to create a unique footer, if desired.

19. Enter the desired text or fields in the footer area.

20. Select Close.

f Step-by-Step

Alternate headers and footers on odd and even pages.

*Steps*	*Practice Data*
1. Position the insertion point in the section you want to format. The insertion point appears in the new location.	Click anywhere on page 2
2. Select the View menu. The View* menu appears.*	Click View
3. Select the Header and Footer command. *Header - Section 2* appears above the header area and the Header and Footer* toolbar appears.*	Click Header and Footer
4. Click the Page Setup button. The Page Setup dialog box opens.	Click
5. Under Headers and Footers, select the Different odd and even option. The Different odd and even* option is selected.*	Click Different odd and even
6. Select OK. The Page Setup dialog box closes and Even Page Header - Section 2* appears above the header area.*	Click OK
7. Click the Same as Previous button to create a unique header, if desired. The Same As Previous feature is deactivated.	Click
8. Enter the desired text or fields in the header area. The text appears in the header area.	Type *Worldwide Sporting Goods*
9. Click the Show Next button or the Show Previous button, as desired. The Odd Page Header - Section 2* header area appears.*	Click
10. Click the Same as Previous button to create a unique header, if desired. The Same As Previous feature is deactivated.	Click
11. Position the insertion point in the header area where you want to enter text. The insertion point appears in new location.	Press [Tab] twice
12. Enter the desired text or fields in the header area. The text appears in the header area.	Type *Products*
13. Click the Switch Between Header and Footer button. The Odd Page Footer - Section 2 footer area appears.	Click
14. Click the Same as Previous button to create a unique footer, if desired. The Same As Previous feature is deactivated.	Click
15. Position the insertion point in the footer area where you want to enter text. The insertion point appears in new location.	Press [Tab] twice
16. Enter the desired text or fields in the header area. The text appears in the footer area.	Click
17. Select the Show Next button or the Show Previous button, as desired. The Even Page Footer - Section 2* footer area appears.*	Click
18. Click the Same as Previous button to create a unique footer, if desired. The Same As Previous feature is deactivated.	Click
19. Enter the desired text or fields in the footer area. The text appears in the footer area.	Click
20. Select Close. The footer area and the Header and Footer* toolbar close.*	Click Close

Switch to print preview. View two pages at a time so that you can see the different headers and footers on the even and odd pages.

View all pages of the document. Notice that no header or footer appears on page 1.

Close print preview.

_{Storing Text Flow Options in a
Style}

d Discussion

Often it is necessary to control the way text flows from line to line, column to column, and page to page. You can use paragraph formatting options to keep lines together, keep one paragraph with the next, and to eliminate widows and orphans.

If you do not want the lines of a paragraph to be divided by a column or page break, you can use the Keep lines together option. If you do not want a heading to be separated from the following paragraph, you can use the Keep with next option. Sometimes the first line of a paragraph (widow) or the last line (orphan) become separated from the rest of the paragraph due to a page break. You can use the Widow/Orphan control option to ensure that a single line of a longer paragraph does not appear alone at the bottom or top of a page.

Although you can set paragraph options for each individual paragraph of a document, it is more efficient to store the desired options in a style. In addition, in a long document, you can use styles to ensure consistency throughout the document. For example, if you select the Keep with next option and store it in the Heading 1 style, all paragraphs using the Heading 1 style appear on the same page as the subsequent paragraph.

Storing text flow options in a style


o	You can prevent a group of words from separating at the end of a line by inserting a hard space between each word you want to keep together. To insert a hard space, you can press the [Ctrl+Shift+Spacebar] key combination.

o	To insert a line break within a paragraph, you can press the [Shift+Enter] key combination rather than the [Enter] key, which creates a new paragraph.

C Procedures

1. Select the Format menu.

2. Select the Style command.

3. Select the style you want to modify.

4. Select Modify.

5. Select Format.

6. Select Paragraph.

7. Select the Line and Page Breaks tab.

8. Select the desired options.

9. Select OK.

10. Select OK.

11. Select OK.

f Step-by-Step

Store text flow options in a style.

Go to the bottom of page 2. Notice that the Benefits of Worldwide Sporting Goods heading is separated from its subsequent text by a page break.

*Steps*	*Practice Data*
1. Select the Format menu. The Format* menu appears.*	Click Format
2. Select the Style command. The Style dialog box opens.	Click Style...
3. Select the style you want to modify. The style is selected.	Click Heading 1
4. Select Modify. The Modify Style dialog box opens.	Click Modify...
5. Select Format. The Format* menu appears.*	Click Format
6. Select Paragraph. The Paragraph dialog box opens.	Click Paragraph...
7. Select the Line and Page Breaks tab. The Line and Page Breaks page appears.	Click the Line and Page Breaks tab
8. Select the desired options. The options are selected.	Click Keep with next under Pagination
9. Select OK. The Paragraph dialog box closes.	Click OK
10. Select OK. The Modify Style dialog box closes.	Click OK
11. Select OK. The Style dialog box closes and the changes are applied to all text using the modified style and.	Click OK

Notice that the Benefits of Worldwide Sporting Goods heading now appears on the same page as its subsequent text.

Select the Keep with next option for the Heading 2 style as well.

_{Entering Summary Information}

d Discussion

Document summary information includes the title of a document, the subject, the name of the author, and so on. Some of the document information, such as the title and the author name, are supplied by Word. You can change the supplied information, if desired, and add information for other options.

Entering summary information

C Procedures

1. Select the File menu.

2. Select the Properties command.

3. Select the Summary tab.

4. Position the insertion point in the text box to which you want to add information.

5. Type the desired text.

6. Enter additional information as desired.

7. Select OK.

f Step-by-Step

Enter summary information.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Properties command. The Properties dialog box opens.	Click Properties
3. Select the Summary tab. The Summary* page appears.*	Click the Summary tab, if necessary
4. Position the insertion point in the text box to which you want to add information. The insertion point appears in the corresponding text box.	Click in the Comments text box
5. Type the desired text. The text appears in the text box.	Type *Waiting for Approval*
6. Enter additional information as desired. The information appears in the Properties dialog box.	Enter the information shown below
7. Select OK. The Properties dialog box closes and the summary information is saved.	Click OK

Type Worldwide Sporting Goods in the Company text box.

_{Inserting Summary Information}

d Discussion

You can insert information that appears on the Summary page of the Properties dialog box into a document as a field code. You can insert field codes in headers, footers, footnotes, etc., as well as in document text. For example, you can insert the name of the author in a footer or the information in the Comments text box as a footnote.

Much of the information on the Summary page appears under the Document Information category. You can also insert information about other document properties by selecting the DocProperty field name and then selecting the desired property from the Options dialog box.

Inserting a field code


o	To insert information about other document properties, you can select the DocProperty field from the Field name list box, select the Options button, select the desired property, select the Add to Field button, and select OK.

C Procedures

1. Position the insertion point where you want to insert the summary information.

2. Select the Insert menu.

3. Select the Field command.

4. Under Categories, select Document Information.

5. Select the desired field from the Field names list box.

6. Select OK.

f Step-by-Step

Insert summary information into a document.

Go to page 1, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert the summary information. The insertion point appears in the new location.	Click after Prepared by
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Field command. The Field dialog box opens.	Click Field...
4. Under Categories, select Document Information. The corresponding field codes appear in the Field names* list box.*	Click Document Information
5. Select the desired field from the Field names list box. The field name appears in the Field codes* text box.*	Click Author, if necessary
6. Select OK. The Field dialog box closes and the field appears in the document at the insertion point.	Click OK

Insert the Comments field code after the word Status: on the next line.

_{Viewing the Document Map}

d Discussion

The Document Map is a vertical pane on the left side of the document window that displays an outline of the document headings. When you are working in a long document, the Document Map can be an invaluable aid. It provides you with an overview of the document at a glance and allows you to quickly move to other locations in the document by clicking the headings in the Document Map.

You can collapse and expand the headings in the Document Map by clicking the corresponding plus or minus icon. In addition, you can adjust the width of the Document Map by dragging the vertical line to the right of the Document Map.

Viewing the Document Map


o	You can also display the Document Map by selecting the Document Map command from the View menu.

C Procedures

1. Click the Document Map button .

f Step-by-Step

View the Document Map.

*Steps*	*Practice Data*
1. Click the Document Map button. The Document Map appears.	Click

Click in the Benefits of Worldwide Sporting Goods heading in the Document Map. Notice that the insertion point moves to the Benefits of Worldwide Sporting Goods heading in the document. Then, click in the Products Distributed by Worldwide Sporting Goods heading in the Document Map.

Click the minus icon (-) to the left of the Products Distributed by Worldwide Sporting in the Document Map to collapse the heading and then click the plus icon (+) to expand it.

Click the Document Map button to close the Document Map.

_{Using AutoSummarize}

d Discussion

You can use AutoSummarize to create a document summary. You can create a summary that highlights key points in a document, creates a new document containing the key points, lists the key points at the beginning of the document, or lists the key points and hides the rest of the document.

You can also specify that the length of the summary be a designated percent of the original document.

Using AutoSummarize


o	If you summarize a document by highlighting the key points or by listing the key points and hiding the rest of the document, the AutoSummarize toolbar appears. When you close the AutoSummarize toolbar, the summary highlighting is removed and the complete document appears.

o	If you create a summary in a new document, you must save the document in order to keep the summary.

C Procedures

1. Select the Tools menu.

2. Select the AutoSummarize command.

3. Under Type of summary, select the desired type of summary.

4. Under Length of summary, select the Percent of original list.

5. Select the desired option.

6. Select the Update documents statistics (click Properties on the File menu) option.

7. Select OK.

f Step-by-Step

Use AutoSummarize.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the AutoSummarize command. The AutoSummarize dialog box opens.	Click AutoSummarize...
3. Under Type of summary, select the desired type of summary. The summary type is selected.	Click Highlight key points, if necessary
4. Under Length of summary, select the Percent of original list. A list of available options appears.	Click Percent of original
5. Select the desired option. The selected option appears in the Percent of original* text box.*	Click 25%
6. Select the Update documents statistics (click Properties on the File menu) option. The Update documents statistics (click Properties on the File menu)* option is selected.*	Click Update documents statistics (click Properties on the File menu), if necessary
7. Select OK. The AutoSummarize dialog box closes and the document summary and the AutoSummarize* toolbar appear.*	Click OK

Scroll through the document to view the summary.

Close the AutoSummarize toolbar.

Close PACKET1.DOC.

_Exercise

_{Formatting Long Documents}

e Task

Change document information on the Summary page of the Properties dialog box, insert summary information into the document, insert a section break, change the page layout, create alternating headers and footers, modify style options, use the Document Map, and summarize the document.

1. Open Invite90.

2. Open the Properties dialog box. On the Summary page, type your name as the author and change the company name to Worldwide Sporting Goods. Then, select OK.

3. Switch to Normal view and insert a Next page section break above the Invitation heading. Then, format the first section of the document (the title page) with a landscape orientation.

4. Display the header and footer areas. Then, create different odd and even headers and footers for the whole document.

5. Switch to the footer and go to the even page footer for section 2. Deactivate the Same as Previous feature. Center the insertion point in the footer and insert the field code for the company name. (Hint: Select the DocProperty field name and then select the Options button.)

6. Go to the odd page footer for section 2. Deactivate the Same as Previous feature. Center the insertion point in the footer, type Contact:, and insert a field code for the author. Then, hide the header and footer areas.

7. Go to section 2. Modify the Body Text style by changing the font size to 12 points.

8. Go to page 4. Modify the Heading 2 style by changing the font style to Bold Italic.

9. Display the Document Map.

10. Click the EXERCISE BIKES heading in the Document Map. Then, click the MORNING SEMINARS heading in the Document Map.

11. Close the Document Map.

12. Use AutoSummarize to create a document summary in a new document. Review the summary.

13. Close all documents without saving them.

_{Lesson
42 -

Creating a Table of Contents}

_{In this lesson, you will
learn how to:}

· Use a table of contents

· Generate a table of contents

· Use custom styles

· View the TOC field code

· Update a table of contents

· Insert TC field codes

· Use TC fields

_{Using a Table of Contents}

d Discussion

Many long documents (such as manuals, reports, books, and theses) include a table of contents to help readers find information. A table of contents lists the topics and subtopics in the document and usually includes the starting page number of each. (Page numbers are not always included in shorter documents.)

Developing a table of contents entails defining the topics and subtopics you want to include, specifying the appearance of the table of contents, and finally, compiling the table of contents itself. Creating a table of contents manually can be a very time consuming process.

The Table of Contents feature, however, makes creating a table of contents quick and easy because it can automatically format and generate a table of contents. Word generates a table of contents from topics and subtopics to which heading styles or user-defined styles have been applied. If styles have not been used in the document, you can mark the text you want to include and generate the table of contents from the marked text.

Generally, a table of contents appears at the beginning of a long document. If you create a separate section for the table of contents, you can format the table of contents differently than the rest of the document. For instance, you can use a different type of page number (Roman numerals as opposed to Arabic numbers, for example), set different margins, and/or modify the headers and footers.


o	If you have included an index and/or a table of figures in the document, you should generate them before you generate the table of contents so that it includes those sections as well.

_{Generating a Table of Contents}

d Discussion

The most efficient way of creating a table of contents is to apply the built-in heading styles, Heading 1 through Heading 9, to the topics and subtopics in the document. Each of these heading styles is recognized by Word as a table of contents entry.

When you build a table of contents based on document styles, Word automatically selects the complete text of each heading and inserts it into the table of contents, along with the page on which it appears, if applicable. You can align page numbers to the right margin and include a tab leader, if desired. A tab leader is a series of characters (usually periods) between the last character in the table of contents entry and the page number, as shown in the following example:

Introduction........1

If you have applied heading styles to text you do not want to include in the table of contents, you can specify the number of subtopic levels you want the table of contents to display. The default is three levels.

Word provides several different table of contents formats from which you can choose. Each format displays the different levels in a table of contents by using different indentations or font styles. Word uses a TOC style to format each level in a table of contents. For example, first level headings in a table of contents use the TOC 1 style, second level headings the TOC 2 style, etc. You can also design your own table of contents formats by modifying the predefined TOC styles.

Generating a table of contents


o	If you have applied the built-in heading styles to text in a document, you can take advantage of the Outline feature to view and manipulate sections of the document.

C Procedures

1. Position the insertion point where you want the table of contents to appear.

2. Select the Insert menu.

3. Select the Index and Tables command.

4. Select the Table of Contents tab.

5. Select the desired table of contents format from the Formats list box.

6. Select the Show page numbers option.

7. Select the Right align page numbers option.

8. Enter the number of table of contents levels in the Show levels spin box.

9. Select the Tab leader list.

10. Select the desired tab leader.

11. Select OK.

f Step-by-Step

From the Student Data directory, open PACKET0.DOC.

Generate a table of contents.

*Steps*	*Practice Data*
1. Position the insertion point where you want the table of contents to appear. The insertion point moves appears in the new location.	Click in the second line under the text Table of Contents
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Index and Tables command. The Index and Tables dialog box opens.	Click Index and Tables...
4. Select the Table of Contents tab. The Table of Contents* page appears.*	Click the Table of Contents tab
5. Select the desired table of contents format from the Formats list box. The format appears in the Preview* box.*	Click Formal
6. Select the Show page numbers option. The Show page numbers* option is selected.*	Click Show page numbers, if necessary
7. Select the Right align page numbers option. The Right align page numbers* option is selected.*	Click Right align page numbers, if necessary
8. Enter the number of table of contents levels in the Show levels spin box. The number appears in the *Show levels* spin box.	Click Show levels to 3, if necessary
9. Select the Tab leader list. A list of available tab leaders appears.	Click Tab leader
10. Select the desired tab leader. The tab leader appears in the *Tab leader* box.	Click ....... (second option), if necessary
11. Select OK. The Index and Tables dialog box closes and the table of contents appears at the insertion point.	Click OK

Close PACKET0.DOC.

_{Using Custom Styles}

d Discussion

If you have applied user-defined styles to text headings in a document, you can generate a table of contents based on the user-defined styles rather than on the built-in heading styles. If you have applied both user-defined and built-in styles, you can use both to generate a table of contents.

The Table of Contents Options dialog box lists all styles (both built-in and user-defined) in use in the current document and a table of contents level number is automatically assigned to each built-in style. You can assign the desired table of contents level number to any available style, as well as exclude any styles you do not want to use.

Using custom styles


o	You can assign the same table of contents level to more than one style.

C Procedures

1. Position the insertion point where you want the table of contents to appear.

2. Select the Insert menu.

3. Select the Index and Tables command.

4. Select the Table of Contents tab.

5. Select the desired table of contents format from the Formats list box.

6. Select other options as desired.

7. Select Options.

8. Select the Styles option.

9. Under TOC level, select the text box of any style you want to include in the table of contents.

10. Type the desired table of contents level (from 1 to 9) for the corresponding style.

11. Select the number in the text box of any style you want to remove from the table of contents, if necessary.

12. Press [Delete].

13. Select OK.

14. Select OK.

f Step-by-Step

From the Student Data directory, open PACKET9.DOC.

Use custom styles to generate a table of contents.

*Steps*	*Practice Data*
1. Position the insertion point where you want the table of contents to appear. The insertion point appears in the new location.	Click in the second line under the text Table of Contents
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Index and Tables command. The Index and Tables dialog box opens.	Click Index and Tables...
4. Select the Table of Contents tab. The Table of Contents* page appears.*	Click the Table of Contents tab, if necessary
5. Select the desired table of contents format from the Formats list box. The table of contents format is selected.	Click Formal
6. Select other options as desired. The options are selected.	Click Show page numbers, if necessary
7. Select Options. The Table of Contents Options dialog box opens.	Click Options...
8. Select the Styles option. The Styles* option is selected.*	Click Styles, if necessary
9. Under TOC level, select the text box of any style you want to include in the table of contents. The insertion point appears in the new location.	Click in the Features text box
10. Type the desired table of contents level (from 1 to 9) for the corresponding style. The number appears in the text box.	Type 3
11. Select the number in the text box of any style you want to remove from the table of contents, if necessary. The number is selected.	Double-click in the Heading 3 text box
12. Press [Delete]. The number is removed from the text box and the heading style is no longer marked.	Press [Delete]
13. Select OK. The Table of Contents Options dialog box closes.	Click OK
14. Select OK. The Index and Tables dialog box closes and the table of contents appears at the insertion point.	Click OK

_{Viewing the TOC Field Code}

d Discussion

Once you have finished defining a table of contents, Word generates it and places it in the document at the insertion point. Although you usually see the text of the table of contents, it is actually a {TOC} field in which the selected options are stored. If desired, you can view the {TOC} field code instead of the table of contents text. Displaying the field code takes up less space on the screen.

Although you usually do not want to view the {TOC} field code, you can use a keystroke or a shortcut menu command to toggle the display between the field code and the table of contents text.

Viewing the TOC field code


o	To display or hide the {TOC} field code, you can point to the table of contents or field code, click the right mouse button, and select the Toggle Field Codes command.

o	You can press the [Shift+F9] key combination to toggle the display of the selected or current field between text and field codes.

o	You can press the [Alt+F9] key combination to toggle the display of all fields in a document between text and field codes.

C Procedures

1. Position the insertion point in the table of contents text or in the {TOC} field code.

2. Press [Shift+F9].

f Step-by-Step

View the {TOC} field code.

*Steps*	*Practice Data*
1. Position the insertion point in the table of contents text or in the {TOC} field code. The insertion point appears in the new location.	Click anywhere in the table of contents text
2. Press [Shift+F9]. The {TOC} field code appears.	Press [Shift+F9]

Press [Shift+F9] again to redisplay the table of contents text.

_{Updating a Table of Contents}

d Discussion

Once a table of contents has been inserted into a document, additional editing changes can make the table of contents incorrect or incomplete. If you insert manual page breaks or if adding or deleting text affects the page breaks, the page numbers in a table of contents may become incorrect. Adding, deleting, or rewording headings can also make the table of contents incorrect.

After you have made changes to a document, you can quickly update an existing table of contents, rather than having to create and format a new one. You can choose to update the entire table or only the page numbers.

Updating a table of contents


o	You also can update a table of contents by clicking the right mouse button on the table of contents and selecting the Update Field command.

C Procedures

1. Position the insertion point in the table of contents.

2. Press [F9].

3. Select the desired update option.

4. Select OK.

f Step-by-Step

Update a table of contents.

Position the insertion point before the Supplies heading on the Customer Information page and press [Ctrl+Enter] to insert a page break.

*Steps*	*Practice Data*
1. Position the insertion point in the table of contents. The insertion point appears in the new location.	Click anywhere in the table of contents
2. Press [F9]. The Update Table of Contents dialog box opens.	Press [F9]
3. Select the desired update option. The option is selected.	Click Update page numbers only, if necessary
4. Select OK. The Update Table of Contents dialog box closes and the table of contents is updated.	Click OK

Notice that the page numbers in the table of contents have changed, beginning with the BENEFITS OF WORLDWIDE SPORTING GOODS entry.

Close PACKET9.DOC.

_{Inserting TC Field Codes}

d Discussion

If you have not applied styles to the headings in a document, you can create a table of contents by marking the headings you want to appear in the table of contents. To mark a table of contents entry, you insert a {TC} field, which stores the text and the desired table of contents level. Word then collects all the {TC} fields to generate the table of contents.

As soon as you mark text for a table of contents, Word displays the non-printing characters in the document, including the {TC} field codes which are hidden text. You can use options available on the View page in the Options dialog box to view only the hidden text, if desired.

Inserting TC field codes


o	The Table of Contents Entry dialog box remains open until you select Close. Therefore, you can continue to select table of contents entries by selecting the desired text in the document, selecting the desired level in the dialog box, and selecting Mark.

C Procedures

1. Select the text you want to include in the table of contents.

2. Press [Alt+Shift+O].

3. Enter the desired table of contents level for the selected text in the Level spin box.

4. Select Mark.

5. Mark additional document text as table of contents entries as desired.

6. Select Close.

f Step-by-Step

From the Student Data directory, open PACKET2.DOC.

Insert {TC} field codes.

Go to page 1, section 2, if necessary.

*Steps*	*Practice Data*
1. Select the text you want to include in the table of contents. The text is selected.	Click in the margin to the left of the text Products Distributed by Worldwide Sporting Goods
2. Press [Alt+Shift+O]. The Mark Table of Contents Entry dialog box opens and the selected text appears in the Entry* text box.*	Press [Alt+Shift+O]
3. Enter the desired table of contents level for the selected text in the Level spin box. The number appears in the Level* spin box.*	Click Level to 2
4. Select Mark. The nonprinting characters and the {TC}* field code appear in the document.*	Click Mark
5. Mark additional document text as table of contents entries as desired. The {TC}* field codes appear in the document.*	Mark additional table of contents entries as shown below
6. Select Close. The Mark Table of Contents Entry dialog box closes.	Click Close

Mark the following additional table of contents entries, found on page 1:

Document text	Table of contents level
Sporting Equipment heading	3
Clothing heading	3

_{Using TC Fields}

d Discussion

If the document contains {TC} fields (table of contents entries), you can build a table of contents based on the {TC} fields.

To generate a table of contents from {TC} fields instead of styles, you must deselect the Styles option in the Table of Contents Options dialog box and select the Table entry fields option.

Using TC fields to generate a table of contents


o	You can select both the Styles and Table entry fields options to build a table of contents based on both styles and {TC} fields.

C Procedures

1. Position the insertion point where you want the table of contents to appear.

2. Select the Insert menu.

3. Select the Index and Tables command.

4. Select the Table of Contents tab.

5. Select options as desired.

6. Select Options.

7. Deselect the Styles option.

8. Select the Table entry fields option.

9. Select OK.

10. Select OK.

f Step-by-Step

Use {TC} fields to generate a table of contents.

Go to the top of the document, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want the table of contents to appear. The insertion point moves to the new location.	Click in the second line below the text Table of Contents
2. Select the Insert menu. The Insert* menu appears*.	Click Insert
3. Select the Index and Tables command. The Index and Tables dialog box opens.	Click Index and Tables...
4. Select the Table of Contents tab. The Table of Contents* page appears.*	Click the Table of Contents tab, if necessary
5. Select options as desired. The options are selected.	Click Show page numbers, if necessary
6. Select Options. The Table of Contents Options dialog box opens.	Click Options...
7. Deselect the Styles option. The Styles* option is deselected.*	Click Styles
8. Select the Table entry fields option. The Table entry fields* option is selected.*	Click Table entry fields
9. Select OK. The Table of Contents Options dialog box closes.	Click OK
10. Select OK. The Index and Tables dialog box closes and the table of contents appears at the insertion point.	Click OK

Close PACKET2.DOC.

_Exercise

_{Creating a Table of Contents}

e Task

Create and update a table of contents.

1. Open Manual9.

2. Position the insertion point on the second line below the text TABLE OF CONTENTS. Open the Index and Tables dialog box and display the Table of Contents page.

3. Select the Distinctive format and 3 levels. Then, generate the table of contents.

4. View the {TOC} field code and then display the table of contents text again.

5. Open Wordproc.

6. Select the entire Wordproc document and copy it to the Windows Clipboard.

7. Switch to Manual9. Scroll as necessary, position the insertion point on the line above the Naming New Documents heading, and paste the contents of the Windows Clipboard.

8. Go to the top of the document and update the table of contents. Choose to update the entire table, not just the page numbers.

9. Go to page 2 and mark the text Restrictions and Limitations and Typical Features as table of contents entries, level 3.

10. Generate a new table of contents using both styles and {TC} fields. (Hint: Select the existing table of contents before you open the Index and Tables dialog box.)

11. Close both documents without saving them.

_{Lesson
43 -

Creating an Index}

_{In this lesson, you will
learn how to:}

· Use an Index

· Create main entries

· Create index subentries

· Type index entries

· Cross reference index entries

· Generate an index

· View the INDEX field code

· Update an index

_{Using an Index}

d Discussion

An index is an alphabetical listing of subjects covered in a document, book, or report, including the page numbers where the references can be found.

An index is usually inserted at the end of a document. Word can create a three-level index, which means that each index entry can have one level of subtopics and each subtopic in the second level can have one level of additional subtopics.

In addition, you can create cross-references to other index entries. A cross-reference refers the reader to another topic.

To create an index, you mark the text you want to include in the index, define the index format, and then generate it. In Word, you can mark index entries manually or you can create a concordance file listing all the text you want included in the index and Word uses the concordance to mark the index entries. Once you have marked the index entries and defined the format of the index, Word generates the index.

A compiled index

_{Creating Main Entries}

d Discussion

Selecting a word or phrase you want to use as an index entry is called marking an index entry. Most people prefer to mark index entries after a document has been completed because Word can mark multiple occurrences of the same text. When Word marks all occurrences of index text, it marks only the first occurrence of the text in each paragraph.

You can mark main index entries, subentries, and third-level entries, as well as define cross-references. Index entries appear in the document as {XE} field codes.

You can format the page numbers in an index as bold or italic. If you choose no format, the numbers are formatted the same as the index entries.

As soon as you mark text for an index entry, Word displays the non-printing characters in the document, including the {XE} field codes which are hidden text. You can use options available on the View page in the Options dialog box to view only the hidden text, if desired.

Creating main entries


o	The Mark Index Entry dialog box remains open until you select Close. Therefore, you can continue to select index entries by selecting the desired text in the document, selecting the desired level and options in the dialog box, and selecting Mark.

o	You can also open the Mark Index Entry dialog box by selecting Mark Entry on the Index page of the Index and Tables dialog box.

C Procedures

1. Select the text you want to mark as an index entry.

2. Press [Alt+Shift+X].

3. Select Mark or Mark All as desired.

4. Mark other index entries as desired.

5. Select Close.

f Step-by-Step

From the Student Data directory, open PACKET3.DOC.

Create main entries for an index.

Go to page 1, if necessary.

*Steps*	*Practice Data*
1. Select the text you want to mark as an index entry. The text is selected.	Click in the margin to the left of the text Sporting Equipment
2. Press [Alt+Shift+X]. The Mark Index Entry dialog box opens and the selected text appears in the Main entry* text box.*	Press [Alt+Shift+X]
3. Select Mark or Mark All as desired. The nonprinting characters and the {XE}* field code appear in the document.*	Click Mark
4. Mark other index entries as desired. *{XE}* field codes appear for each marked index entry.	Mark the index entries as shown below
5. Select Close. The Mark Index Entry dialog box closes.	Click Close

Mark the Clothing, Supplies, and Memorabilia headings on page 1 as main index entries. Select the word Features (in Product Features) on page 2 and select the Mark All button to mark all occurrences of the word in the document.

_{Creating Index Subentries}

d Discussion

You can create index subentries to appear under the corresponding main entries. You can create second-level and third-level subentries. For example, the main entry Clothing could have the second-level subentries Children, Men, and Women. The Children subentry could have the third-level subentries Infant and Adolescent.

You can type second and third-level subentries in the Subentry text box of the Mark Index Entry dialog box. To create a third-level subentry, you must type the second-level subentry followed by a colon (:) and the text of the third-level subentry.

Creating an index subentry


o	You can continue to add subentries for a main entry without closing the Mark Index Entry dialog box by replacing the text in the Subentry text box and selecting the Mark or Mark All button for each additional subentry.

o	If you select text that is already marked as a main entry in order to create a subentry for it, Word does not duplicate the main entry {XE} field.

C Procedures

1. Select the text you want to mark as the main index entry.

2. Press [Alt+Shift+X].

3. Select the Subentry text box.

4. Type the desired subentry text.

5. Select Mark or Mark All as desired.

6. Create additional subentries as desired.

7. Select Close.

f Step-by-Step

Create index subentries.

Go to page 1, if necessary.

*Steps*	*Practice Data*
1. Drag to select the text you want to mark as the main index entry. The text is highlighted as you drag.	Drag to select the text Products Distributed in the Products Distributed by Worldwide Sporting Goods heading
2. Release the mouse button. The text is selected.	Release the mouse button
3. Press [Alt+Shift+X]. The Mark Index Entry dialog box opens and the selected text appears in the Main entry* text box.*	Press [Alt+Shift+X]
4. Select the Subentry text box. The insertion point appears in the Subentry* text box.*	Press [Tab]
5. Type the desired subentry text. The text appears in the Subentry* text box.*	Type *Equipment*
6. Select Mark or Mark All as desired. The {XE}* field code appears in the document.*	Click Mark
7. Create additional subentries as desired. *{XE}* field codes appear in the document for each subentry.	Type the additional subentries as show below
8. Select Close. The Mark Index Entry dialog box closes.	Click Close

Replace the text in the Subentry text box with each of the following four subentries, selecting Mark after each one: Clothing, Supplies, and Memorabilia.

Notice that each subentry appears in a separate {XE} field and includes the main entry as well.

_{Typing Index Entries}

d Discussion

In addition to selecting text to mark as index entries, you can type index entries for terms or phrases that do not actually appear in the document but are implied or understood. For example, the word backpack in a document about camping equipment might be indexed by both pack and backpack.

An {XE} field code appears in the document for each index entry you create.

C Procedures

1. Position the insertion point where you want to insert the index entry.

2. Press [Alt+Shift+X].

3. Type the main index entry text in the Main entry text box.

4. Select Mark or Mark All as desired.

5. Select Close.

f Step-by-Step

Type an index entry.

*Steps*	*Practice Data*
1. Position the insertion point where you want to insert the index entry. The insertion point appears in the new location.	Click in the blank line above the Clothing heading
2. Press [Alt+Shift+X]. The Mark Index Entry dialog box opens.	Press [Alt+Shift+X]
3. Type the main index entry text in the Main entry text box. The text appears in the *Main entry* text box.	Type Apparel
4. Select Mark or Mark All as desired. The {XE}* field code appears in the document at the insertion point.*	Click Mark
5. Select Close. The Mark Index Entry dialog box closes.	Click Close

_{Cross Referencing Index Entries}

d Discussion

You can cross reference one index entry to another. Generally, when you create a cross-reference, you cross reference each index entry to the other. For example, if you cross reference the Clothing index entry to the Bathing Suits index entry, you would also cross reference the Bathing Suits index entry to the Clothing index entry.

You also can create a cross-reference to an index entry for a word that does not even appear in the text. For example, a document about camping equipment might contain the word backpack, but not the word pack. The index, however, could include entries for both pack and backpack, cross referenced to each other.

By default, Word inserts the italicized word See at the beginning of a cross-reference, but you can remove or change it as desired. For example, you could use See also or Refer to instead of See.

You can use the keyboard shortcut keys to format a cross-reference, as well as the Bold, Italic, Underline, and Font Color buttons.

In the index, cross-references appear at the end of the page listings. For example, the main entry for Clothing might appear as:

Clothing, 1, 5, 6, 9. See Bathing Suits

Cross referencing index entries

C Procedures

1. Select the text you want to cross reference.

2. Press [Alt+Shift+X].

3. Select the Cross-reference option.

4. Type the text to which you want to cross reference the selected text.

5. Format the cross-reference entry as desired.

6. Select Mark or Mark All as desired.

7. Select Close.

f Step-by-Step

Cross reference index entries.

*Steps*	*Practice Data*
1. Drag to select the text you want to cross reference. The text is highlighted as you drag.	Drag to select the text limited warranty in the second line of the first paragraph under Sporting Equipment
2. Release the mouse button. The text is selected.	Release the mouse button
3. Press [Alt+Shift+X]. The Mark Index Entry dialog box opens and the selected text appears in the Main entry* text box.*	Press [Alt+Shift+X]
4. Select the Cross-reference option. The Cross-reference* option is selected and the insertion point appears in the Cross-reference text box, after See.*	Click Cross-reference
5. Type the text to which you want to cross reference the selected text. The text appears in the Cross-reference* text box.*	Type *Returns*
6. Format the cross-reference entry as desired. The cross-reference entry is formatted accordingly.	Format the cross-reference entry as indicated below
7. Select Mark or Mark All as desired. The {XE}* field code appears in the document.*	Click Mark
8. Select Close. The Mark Index Entry dialog box closes.	Click Close

To format the cross-reference entry, double-click Returns in the Cross-reference text box and click the Italic button on the Formatting toolbar.

Scroll to page 4 and select the Returns heading (the fourth heading on the page). Create a cross-reference to the text limited warranty and italicize the cross-reference entry.

_{Generating an Index}

d Discussion

After you have marked all the desired index entries, you can format and compile the index.

You can create one of two types of indexes: indented and run-in. An indented index lists each index level on a separate line and applies the Index 1, Index 2, and Index 3 styles, which indent the index entries to the appropriate levels. A run-in index lists all the subentries on the same line as the main entry and uses only the Index 1 style.

You can also choose one of several built-in index formats. If none of the built-in index formats meets your needs, you can design a custom index format by modifying one of the built-in index formats. In addition, you can specify how many columns you want the index to have and how you want the page numbers to appear.

Once you have finished defining an index, Word generates it and places it at the insertion point. Indexes usually appear at the end of a document.

Generating an index

C Procedures

1. Position the insertion point where you want the index to appear.

2. Select the Insert menu.

3. Select the Index and Tables command.

4. Select the Index tab.

5. Under Type, select the desired type of index.

6. Select the desired index format from the Formats list box.

7. Select the Headings for accented letters option.

8. Select the Right align page numbers option, if desired.

9. In the Columns spin box, enter the number of columns you want to appear in the index.

10. Select the Tab leader list.

11. Select the desired tab leader.

12. Select OK.

f Step-by-Step

Generate an index.

*Steps*	*Practice Data*
1. Position the insertion point where you want the index to appear. The insertion point appears in the new location.	Press [Ctrl+End]
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Index and Tables command. The Index and Tables dialog box opens.	Click Index and Tables...
4. Select the Index tab. The Index* page appears.*	Click the Index tab, if necessary
5. Under Type, select the desired type of index. The option is selected.	Click Indented, if necessary
6. Select the desired index format from the Formats list box. The index format appears in the Preview* box.*	Scroll as necessary and click Formal
7. Select the Headings for accented letters option. The Headings for accented letters* option is selected.*	Click Headings for accented letters
8. Select the Right align page numbers option, if desired. The Right align page numbers* option is selected.*	Click Right align page numbers, if necessary
9. In the Columns spin box, enter the number of columns you want to appear in the index. The number of columns appears in the Columns* spin box.*	Click Columns to 2, if necessary
10. Select the Tab leader list. A list of available tab leaders appears.	Click Tab leader
11. Select the desired tab leader. The tab leader appears in the Tab leader* box.*	Click ------- (third option)
12. Select OK. The Index and Tables dialog box closes and the index appears at the insertion point.	Click OK

Hide the nonprinting characters and switch to Page Layout view to review the appearance of the index.

_{Viewing the INDEX Field Code}

d Discussion

Although you usually see the text of an index in the document, it is actually an {INDEX} field in which the selected options are stored. If desired, you can view the {INDEX} field code instead of the index text. Displaying the field code takes up less space on the screen.

Although you usually do not want to view the {INDEX} field code, you can use a keystroke or a shortcut menu command to toggle the display between the field code and the index text.


o	To display or hide the {INDEX} field code, you can point to the index or field code, click the right mouse button, and select the Toggle Field Codes command.

o	You can press the [Shift+F9] key combination to toggle the display of the selected or current field between text and field codes.

o	You can press the [Alt+F9] key combination to toggle the display of all fields in a document between text and field codes.

C Procedures

1. Position the insertion point anywhere in the index text.

2. Press [Shift+F9].

f Step-by-Step

View the {INDEX} field code.

*Steps*	*Practice Data*
1. Position the insertion point anywhere in the index text. The insertion point appears in the index.	Click anywhere in the index text
2. Press [Shift+F9]. The {INDEX}* field code appears in the document.*	Press [Shift+F9]

Press [Shift+F9] again to view the index text.

_{Updating an Index}

d Discussion

Once you have inserted an index into a document, changes made to the document can make the index incorrect or incomplete. If you insert manual page breaks or if adding or deleting text affects the page breaks, the page numbers in the index may become incorrect. Adding or deleting index entries can also make an index incorrect.

You can quickly update an existing index without having to recreate and format a new one.

C Procedures

1. Position the insertion point in the index.

2. Press [F9].

f Step-by-Step

Update an index.

Position the insertion point before the Service Features heading on page 2 and press [Ctrl+Enter] to insert a page break. Then, go to the end of the document.

*Steps*	*Practice Data*
1. Position the insertion point in the index. The insertion point appears in the new location.	Click anywhere in the index text
2. Press [F9]. The index is updated.	Press [F9]

Notice that the page numbers in the index change to reflect the inserted page break.

Close PACKET3.DOC.

_Exercise

_{Creating an Index}

e Task

Mark index entries in a document and compile the index at the end of the document.

1. Open Index9.

2. Mark the Creating a Document heading as a main index entry.

3. Mark the Naming the Document heading as a subentry of Creating a Document.

4. Go to page 3, select the text Modify Document Defaults at the top of the page, and mark it as a main index entry. Do not include the text Screen.

5. On page 3, mark the Allow Widows and Orphans, Automatic Page Breaks, and Backup Before Edit Document headings as subentries of the text Modify Document Defaults. Mark them as main index entries as well.

6. Position the insertion point in the line above the Backup Before Edit Document heading and enter a main entry of Saving a File Copy. Refer Saving a File Copy to Backup Before Edit Document and then mark the entry.

7. Close the Mark Index Entry dialog box.

8. Go to the end of the document.

9. Generate a Modern, two column index at the insertion point.

10. View the {INDEX} field code and then view the index text again.

11. Go to page 1 and select the word filename in the first paragraph below the Naming the Document heading. Mark all occurrences of filename as a main index entry.

12. Update the index.

13. Close the document without saving it.

_{Lesson
44 -

Using Bookmarks}

_{In this lesson, you will
learn how to:}

· Work with bookmarks

· Create bookmarks

· View bookmarks

· Go to a bookmark

· Cross reference to a bookmark

· Delete a bookmark

_{Working with Bookmarks}

d Discussion

When you are working in a long document, it can be helpful to mark specific locations in the document so that you can go back to those locations at a later time. You can use bookmarks to mark a location in a document or selected text, graphics, tables, and other objects.

However, a bookmark is more than a place holder. Bookmarks can also be used to create cross-references or to mark a range of pages for an index entry.

_{Creating Bookmarks}

d Discussion

When you create a bookmark in a document, you must give it a unique name. A bookmark name must begin with a letter and can be up to 40 characters long. Only letters, numbers, and the underscore ( _ ) character can be used in a bookmark name, and the a bookmark name cannot contain any spaces or punctuation.

When you create a bookmark, it is added to the list of existing bookmarks for that document.

Creating a bookmark


o	You can create a bookmark for a location by positioning the insertion point in the desired location and naming the bookmark.

o	If you are creating a bookmark for the purpose of cross-referencing or creating a range of pages for an index entry, you must select the text and/or objects.

C Procedures

1. Select the item to which you want to add a bookmark.

2. Select the Insert menu.

3. Select the Bookmark command.

4. Type the desired bookmark name.

5. Select Add.

f Step-by-Step

From the Student Data directory, open PACKET4.DOC.

Create a bookmark.

Go to page 5.

*Steps*	*Practice Data*
1. Select the item to which you want to add a bookmark. The text is selected.	Click in the margin to the left of the Fitness Equipment heading
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Bookmark command. The Bookmark dialog box opens.	Click Bookmark...
4. Type the desired bookmark name. The text appears in the Bookmark name* text box.*	Type *fitness*
5. Select Add. The Bookmark dialog box closes and the bookmark is saved.	Click Add

Go to page 4, select the text Minimum Order, and create a bookmark named order.

Go to page 3, select the text Advertising Agreement, and create a bookmark named advertising.

_{Viewing Bookmarks}

d Discussion

Word marks a bookmark by inserting hidden text in the document at the location of the bookmark. At times, you may need to view the bookmarks in a document. In order to view bookmarks, you must enable the Bookmarks option on the View page in the Options dialog box.

Text that has been selected for a bookmark is enclosed in bold, square brackets ( [ ] ). If a bookmark marks a location instead of text or an object, the bookmark appears as a bold I-beam.

Bookmark symbols

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Select the View tab.

4. Under Show, select the Bookmarks option.

5. Select OK.

f Step-by-Step

View bookmarks.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Options command. The Options dialog box opens.	Click Options...
3. Select the View tab. The View* page appears.*	Click the View tab, if necessary
4. Under Show, select the Bookmarks option. The Bookmarks* option is selected.*	Click Bookmarks
5. Select OK. The Options dialog box closes and the bookmarks appear in the document.	Click OK

View the bookmarks on pages 3, 4, and 5.

_{Going to a Bookmark}

d Discussion

One reason to create bookmarks is to mark specific locations in the document so that you can go back to those locations at a later time. You can select a bookmark to quickly move to bookmarked text or a bookmarked location.

In addition, bookmarks can be sorted by name or location in the document using the Bookmark dialog box.


o	You can also select the Go To command on the Edit menu or the Go To button on the Select Browse Object menu to go to a bookmark.

C Procedures

1. Select the Insert menu.

2. Select the Bookmark command.

3. Select the desired bookmark from the Bookmark name list box.

4. Select Go To.

5. Select Close.

f Step-by-Step

Go to a bookmark.

Go to the top of the document, if necessary.

*Steps*	*Practice Data*
1. Select the Insert menu. The Insert* menu appears.*	Click Insert
2. Select the Bookmark command. The Bookmark dialog box opens.	Click Bookmark...
3. Select the desired bookmark from the Bookmark name list box. The bookmark appears in the Bookmark name* text box.*	Click fitness
4. Select Go To. The bookmarked text or object is selected.	Click Go To
5. Select Close. The Bookmark dialog box closes.	Click Close

Open the Bookmark dialog box, go to the order bookmark, and then go to the advertising bookmark. Close the Bookmark dialog box.

_{Cross Referencing to a Bookmark}

d Discussion

You can use bookmarks to jump to specific locations in a document.

You use a cross-reference to refer to another subject or location in a document. A cross-referenced location usually provides additional information related to the text or object to which the cross-reference is attached. In a printed document, the reader must go to a cross-referenced location manually in order to see the additional information. In an online document, a cross-reference is hyperlinked so that the reader can click a cross-reference to jump to the cross-referenced location.

Before you can cross reference a bookmark, you must first define the bookmark in the document. When you cross reference a bookmark, you must indicate whether you want to insert the cross-reference to the actual bookmarked text, the page number on which the bookmark is found, or the paragraph number in which the bookmark is located. If you cross reference to a page or paragraph number and select the Include above/below option, Word includes the appropriate word (above or below) in the cross-reference.

Cross referencing to a bookmark

C Procedures

1. Position the insertion point where you want to create a cross-reference.

2. Type introductory text for the cross-reference, if desired.

3. Select the Insert menu.

4. Select the Cross-reference command.

5. Select the Reference type list.

6. Select Bookmark.

7. Select the Insert reference to list.

8. Select the desired option.

9. Select Insert as hyperlink.

10. Select the bookmark you want to cross-reference from the For which bookmark list box.

11. Select Insert.

12. Select Close.

13. Select Close.

f Step-by-Step

Cross reference to a bookmark.

Go to page 1, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point where you want to create a cross-reference. The insertion point appears in the new location.	Click after the text quality fitness equipment. at the end of the third paragraph under the Sporting Equipment heading
2. Type introductory text for the cross-reference, if desired. The text appears at the insertion point.	Type For specific items, see
3. Select the Insert menu. The Insert* menu appears.*	Click Insert
4. Select the Cross-reference command. The Cross-reference dialog box opens.	Click Cross-reference...
5. Select the Reference type list. A list of available reference types appears.	Click Reference type
6. Select Bookmark. *Bookmark* appears in the Reference type* box.*	Click Bookmark
7. Select the Insert reference to list. A list of available options appears.	Click Insert reference to
8. Select the desired option. The option appears in the Insert reference to* box.*	Click Bookmark text, if necessary
9. Select Insert as hyperlink. The Insert as hyperlink* option is selected.*	Click Insert as hyperlink, if necessary
10. Select the bookmark you want to cross reference from the For which bookmark list box. The bookmark is selected.	Click fitness
11. Select Insert. The bookmarked text appears in the cross-reference.	Click Insert
12. Select Close. The Cross-reference dialog box closes.	Click Close

Add spaces and punctuation as necessary to the cross-reference. Then, click the cross-reference to go to the cross-referenced text.

_{Deleting a Bookmark}

d Discussion

If you no longer need a bookmark, you can delete it. You can delete a bookmark in the document, or you can use the Bookmark dialog box to delete it.

If you delete a bookmark in the document, you must delete the square brackets ( [ ] ) and their contents, thereby deleting the selected text or object of the bookmark as well as the bookmark itself. You can delete a bookmark without deleting the bookmarked item by selecting the Delete button in the Bookmark dialog box.

After you have deleted a bookmark, you can then use the same bookmark name to mark another item.

C Procedures

1. Select the Insert menu.

2. Select the Bookmark command.

3. Select the bookmark you want to delete from the Bookmark name list box.

4. Select Delete.

5. Select Close.

f Step-by-Step

Delete a bookmark.

*Steps*	*Practice Data*
1. Select the Insert menu. The Insert* menu appears.*	Click Insert
2. Select the Bookmark command. The Bookmark dialog box opens.	Click Bookmark...
3. Select the bookmark you want to delete from the Bookmark name list box. The selected bookmark appears in the Bookmark name* text box.*	Click advertising
4. Select Delete. The bookmark is deleted from the Bookmark name* list box.*	Click Delete
5. Select Close. The Bookmark dialog box closes and the bookmark no longer appears in the document.	Click Close

Close PACKET4.DOC.

_Exercise

_{Using Bookmarks}

e Task

Define several bookmarks in a document. Jump to, cross reference, and delete a bookmark.

1. Open Invite91.

2. Define and name bookmarks for the following items:

Item	Page	Bookmark Name
Directions to the Showcase	2	directions
Seminars and Demonstrations	3	seminars
EXERCISE BIKES	4	bikes
ROWING MACHINES	4	rowers
STEPPERS	4	steppers
TREADMILLS	5	treadmills

3. Use the bookmark to jump to the Directions to the Showcase text.

4. Go to page 1, position the insertion point at the end of the second paragraph, and type the word See.

5. Create a cross-reference to the seminars bookmark. Then, click the cross-reference to jump to the cross-referenced text.

6. Delete the bikes and treadmills bookmarks.

7. Close the document without saving it.

_{Lesson
45 -

Using Notes}

_{In this lesson, you will
learn how to:}

· Use notes

· Set note options

· Insert notes

· View notes

· Browse notes

· Move a note

· Copy a note

· Delete a note

· Convert notes

_{Using Notes}

d Discussion

You can use footnotes and endnotes to annotate text with additional information (such as the source of the text, a definition, or a further explanation). Footnotes usually appear at the bottom of each page of a document, whereas endnotes usually appear in a group at the end.

Although you would normally use either footnotes or endnotes in a document, you can use both in the same document.

_{Setting Note Options}

d Discussion

A footnote or endnote consists of a note reference mark in the document text and the note text, which usually appears at the bottom of the page or at the end of the document. Word can automatically add numbers or letters to notes, or you can create custom note reference marks of up to 10 characters.

Before inserting notes into a document, you should specify the location of the note text, the numbering format, and the starting number. If you use both footnotes and endnotes in the same document, you should select different numbering formats for each.

Although footnotes usually appear at the bottom of the page, they can be inserted directly beneath the note reference mark in the document text. Endnotes can appear at the end of the document or at the end of the document section in which the note reference mark appears.

Setting note options


o	You can print the document without endnotes by selecting the Suppress endnotes option on the Layout page of the Page Setup dialog box.

C Procedures

1. Select the Insert menu.

2. Select the Footnote command.

3. Select Options.

4. Select the All Footnotes tab.

5. Select the Place at list.

6. Select the desired option.

7. Select the Number format list.

8. Select the desired number format.

9. Enter the number with which you want to start numbering footnotes in the Start at spin box.

10. Select the desired Numbering option.

11. Select the All Endnotes tab.

12. Select the Place at list.

13. Select the desired option.

14. Select the Number format list.

15. Select the desired number format.

16. Enter the number with which you want to start numbering endnotes in the Start at spin box.

17. Select the desired Numbering option.

18. Select OK.

19. Select Close.

f Step-by-Step

From the Student Data directory, open PACKET5.DOC.

Set note options.

*Steps*	*Practice Data*
1. Select the Insert menu. The Insert* menu appears.*	Click Insert
2. Select the Footnote command. The Footnote and Endnote dialog box opens.	Click Footnote...
3. Select Options. The Note Options dialog box opens.	Click Options...
4. Select the All Footnotes tab. The All Footnotes* page appears.*	Click the All Footnotes tab, if necessary
5. Select the Place at list. A list of Place at* options appears.*	Click Place at
6. Select the desired option. The selected option appears in the Place at* box.*	Click Bottom of page, if necessary
7. Select the Number format list. A list of available number formats appears.	Click Number format
8. Select the desired number format. The selected format appears in the Number format box.	Click 1, 2, 3, ..., if necessary
9. Enter the number with which you want to start numbering footnotes in the Start at spin box. The number appears in the Start at* spin box.*	Click Start at to 1, if necessary
10. Select the desired Numbering option. The option is selected.	Click Continuous, if necessary
11. Select the All Endnotes tab. The All Endnotes* page appears.*	Click the All Endnotes tab
12. Select the Place at list. A list of Place at* options appears.*	Click Place at
13. Select the desired option. The selected option appears in the Place at* box.*	Click End of document, if necessary
14. Select the Number format list. A list of available number formats appears.	Click Number format
15. Select the desired number format. The selected format appears in the Number format text box.	Click i, ii, iii, ...
16. Enter the number with which you want to start numbering endnotes in the Start at spin box. The number appears in the Start at* spin box.*	Click Start at to i, if necessary
17. Select the desired Numbering option. The option is selected.	Click Continuous, if necessary
18. Select OK. The Note Options dialog box closes and the note options are saved.	Click OK
19. Select Close. The Footnote and Endnote dialog box closes.	Click Close

_{Inserting Notes}

d Discussion

Word automatically numbers both footnotes and endnotes in a document. In addition, Word renumbers existing notes as needed when you insert additional notes or delete existing notes. Footnotes and endnotes, however, are numbered independent of each other.

Footnote text always appears on the same page as the corresponding note reference mark. Therefore, if changes made to document text move a footnote reference mark to the following page, the footnote text also moves to the following page.

You can insert notes in either Normal or Page Layout view. When you insert a note in Normal view, the note reference mark appears at the insertion point and either the Footnotes or Endnotes note pane opens in the document window. After you have typed the note text into the note pane, you can leave the note pane open and return to the document. In this way, you can view all the footnotes or endnotes in a document as well as the document text.

If you prefer to work in Page Layout view, you do not use the note pane. Instead, the insertion point moves to the footnote area at the bottom of the current page as soon as you insert a footnote so that you can type the footnote text. When you insert an endnote, the insertion point moves to the end of the document or to the end of the current document section, depending on the selected endnote options. After you have typed the footnote or endnote, you can double-click the note reference mark in the note text to return to the corresponding note reference mark in the document text.

Inserting a note


o	To return to the document without closing the note pane, you can click in the document window.

o	You can type a custom reference mark in the Custom mark text box in the Footnote and Endnote dialog box if you prefer not to use numbers.

C Procedures

1. Switch to Normal view.

2. Position the insertion point in the text where you want to insert a note.

3. Select the Insert menu.

4. Select the Footnote command.

5. Under Insert, select the desired type of note.

6. Under Numbering, select the AutoNumber option.

7. Select OK.

8. Enter the desired note text.

9. Select Close.

f Step-by-Step

Insert a note.

Switch to Normal view, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in the text where you want to insert a note. The insertion point appears in the new location.	Click after the word warranty at the end of the first paragraph under the Sporting Equipment heading
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Footnote command. The Footnote and Endnote dialog box opens.	Click Footnote...
4. Under Insert, select the desired type of note. The option is selected.	Click Footnote, if necessary
5. Under Numbering, select the AutoNumber option. The AutoNumber* option is selected.*	Click AutoNumber, if necessary
6. Select OK. The Footnote and Endnote dialog box closes, the note reference mark appears in the document text, and the note pane opens.	Click OK
7. Enter the desired note text. The note text appears in the note pane.	Type *See specific item warranty for details.*
8. Select Close. The note pane closes.	Click Close

Go to page 3, click at the end of Item 2, and insert the following footnote: This agreement will be reviewed after six months to determine whether adjustments are necessary..

Go to page 6, click at the end of the Exercise Bikes heading, and insert the following endnote: Manufacturer’s extended warranty is 60 days..

Close the note pane.

_{Viewing Notes}

d Discussion

You can view the notes in a document in one of two ways. In Normal view, you can open either the Footnotes or the Endnotes note pane to see all the footnotes or all the endnotes in the document, respectively. In Page Layout view, notes appear in their printed location. For example, footnotes appear at the bottom of the page where the corresponding note reference mark is located and endnotes appear at the end of the document or section, if applicable.

You can double-click any note reference mark to move between the document text and the corresponding note text. In Normal view, the note pane opens and the insertion point moves to the corresponding note text whenever you double-click a note reference mark. Likewise, whenever you double-click a note reference mark in the note pane, the insertion point moves to the corresponding note reference mark in the document text and the note pane closes.

You can also double-click the note reference marks in Page Layout view to move between the note text and the document text. However, the note text appears either at the bottom of the current page for a footnote or at the end of the document or section for an endnote.

Viewing all footnotes in the note pane


o	In Normal view, you can also open the note pane by selecting the Footnotes command from the View menu.

C Procedures

1. Switch to Normal view.

2. Double-click any note reference mark in the document text.

3. Double-click any note reference mark in the note pane.

4. Switch to Page Layout view.

5. Double-click any note reference mark in the document text.

6. Double-click any note reference mark in the note area.

f Step-by-Step

View notes in Normal and Page Layout views.

Go to page 3. Switch to Normal view, if necessary.

*Steps*	*Practice Data*
1. Double-click any note reference mark in the document text. The note pane opens and the insertion point appears to the left of the corresponding note text.	Double-click note reference mark ² at the end of Item 2 on page 3
2. Double-click any note reference mark in the note pane. The note pane closes and the corresponding note reference mark in the document text appears.	Double-click note reference mark ¹ in the note pane
3. Switch to Page Layout view. *Page Layout* view appears.	Click on the horizontal scroll bar
4. Double-click any note reference mark in the document text. The corresponding note text appears at the bottom of the current page or at the end of the document, as applicable.	Double-click note reference mark ¹
5. Double-click any note reference mark in the note area. The corresponding note reference mark appears in the document text.	Double-click note reference mark ¹ in the footnote area

Go to the end of the document and double-click endnote reference mark ⁱ in the endnote area. Then, double-click note reference mark ⁱ in the document text. You may want to magnify the view to make it easier to select the note reference marks.

Switch to Normal view. Double-click reference mark ⁱ in the text. Then, double-click note reference mark ⁱ in the note pane.

_{Browsing Notes}

d Discussion

You can quickly move to a note using the Go To feature. You can go to a specific note, or you can browse through all footnotes or endnotes in a document.

You can use buttons available on the Select Browse Object menu to change the names and functions of the Previous and Next buttons. When you select an object other than Browse by Page from the Select Browse Object menu, the names of the Previous and Next buttons change accordingly and the arrows on the buttons are blue. The Select Browse Object menu provides buttons that allow you to browse by field, endnote, footnote, comment, section, page, edit, heading, graphic, or table. If you choose to browse by footnote or endnote, you can view each footnote or endnote in the document, one at a time.

As soon as you select the object by which you want to browse, Word immediately takes you to the next occurrence of that object in the current document. For example, as soon as you select the Browse by Footnote button from the Select Browse Object menu, the insertion point appears to the left of the next footnote in the document, if one exists.

You can also select the Go To button from the Select Browse Object menu to open the Go To dialog box. In the Go To dialog box, you can enter the specific number of the footnote or endnote you want to view, or you can type a plus sign (+) or minus sign (-) to view either the next or the previous note. You can also type a number after the plus sign (+) or minus sign (-) to move forward or backward a specific number of notes.


o	You can also open the Go To dialog box by selecting the Go To command from the Edit menu.

C Procedures

1. Click the Select Browse Object button.

2. Select the Browse by Footnote button or the Browse by Endnote button as desired.

3. Click either the Previous button or the Next button, as desired.

f Step-by-Step

Browse notes.

Go to the top of the document, if necessary.

*Steps*	*Practice Data*
1. Click the Select Browse Object button. The Select Browse Object* menu appears.*	Click
2. Select the Browse by Footnote button or the Browse by Endnote button as desired. The Previous* and Next buttons appear blue.*	Click
3. Click either the Previous button or the Next button, as desired. The previous or next footnote or endnote appears accordingly.	Click

Select the Browse by Page button from the Select Browse Object menu. Notice that the Previous and Next buttons are black again.

_{Moving a Note}

d Discussion

You can move a note from one location in a document to another by moving the note reference mark. You cannot move the note text. To move a note reference mark, you can drag it as desired, or you can copy or cut it and then paste it at the desired location.

Since notes are numbered automatically, Word renumbers notes whenever you move a note reference mark.

C Procedures

1. In the document, select the note reference mark you want to move.

2. Click the Cut button .

3. Position the insertion point where you want to insert the note reference mark.

4. Click the Paste button .

f Step-by-Step

Move a note.

Go to page 1, if necessary.

*Steps*	*Practice Data*
1. In the document, drag to select the note reference mark you want to move. The note reference mark is highlighted as you drag.	Drag to select note reference mark ¹
2. Release the mouse button. The note reference mark is selected.	Release the mouse button
3. Click the Cut button. The note reference is cut from the document and saved on the Windows Clipboard.	Click
4. Position the insertion point where you want to insert the note reference mark. The insertion point appears in the new location.	Scroll to page 2 and click at the end of the bulleted line unmatched product warranties
5. Click the Paste button. The note reference mark appears in the new location.	Click

_{Copying a Note}

d Discussion

You can copy a note so that its text appears more than once in a document. To copy a note, you must copy the note reference mark. You cannot copy the note text. To copy a note reference mark, you can drag it as desired, or you can copy it and then paste it at the desired location.

Since notes are automatically numbered, Word renumbers them whenever you copy a note reference mark to another location in a document.

C Procedures

1. In the document, select the desired note reference mark.

2. Click the Copy button .

3. Position the insertion point where you want to insert the note reference mark.

4. Click the Paste button .

f Step-by-Step

Copy a note.

Go to page 3, if necessary.

*Steps*	*Practice Data*
1. In the document, drag to select the desired note reference mark. The note reference mark is highlighted as you drag.	Drag to select note reference mark ²
2. Release the mouse button. The note reference mark is selected.	Release the mouse button
3. Click the Copy button. The note reference mark is copied to the Windows Clipboard.	Click
4. Position the insertion point where you want to insert the note reference mark. The insertion point appears in the new location.	Click at the end of the Item 3 paragraph
5. Click the Paste button. The note reference mark appears in the new location and Word renumbers the note reference marks accordingly.	Click

Double-click note reference mark ³. Notice that the footnotes have been renumbered and that footnotes 2 and 3 are identical. In footnote ³, change the text six months to nine months.

Close the note pane.

_{Deleting a Note}

d Discussion

If you want to delete a note, you must delete the note reference mark in the document text. You cannot delete a note by deleting the note text, either in the note pane in Normal view or in the note area in Page Layout view. The note text is removed when you delete the note reference mark.

Since notes are automatically numbered, Word renumbers the remaining notes whenever you delete a note reference mark.


o	You can delete all footnotes or endnotes in a document by selecting Footnote Mark or Endnote Mark from the Special menu in the Replace dialog box, clearing the Replace With text box, and selecting Replace All.

C Procedures

1. In the document, select the note reference mark you want to delete.

2. Press [Delete].

f Step-by-Step

Delete a note.

Go to page 3, if necessary.

*Steps*	*Practice Data*
1. In the document, drag to select the note reference mark you want to delete. The note reference mark is highlighted as you drag.	Drag to select note reference mark ²
2. Release the mouse button. The note reference mark is selected.	Release the mouse button
3. Press [Delete]. The note reference mark is deleted, the note text is removed, and Word renumbers the notes accordingly.	Press [Delete]

Open the note pane. Notice that the note text has been removed and that all remaining footnotes have been renumbered. Then, close the note pane.

_{Converting Notes}

d Discussion

After you have inserted footnotes or endnotes, you can convert footnotes to endnotes and vice versa. You can convert one or more notes at a time. When you convert footnotes or endnotes, Word automatically renumbers all notes in the document accordingly.

In Normal view, you select the notes you want to convert in the notes pane. In Page Layout view, you must select each note individually in its actual location in the document.


o	To convert both footnotes and endnotes, it is more convenient to switch to Normal view and use the note pane.

C Procedures

1. Select the View menu.

2. Select the Footnotes command.

3. Select the Footnotes list.

4. Select the desired option.

5. Click the right mouse button on the note text you want to convert.

6. Select the Convert to Footnote or Convert to Endnote command as desired.

f Step-by-Step

Convert notes.

Switch to Normal view, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Footnotes command. The Footnotes* note pane opens.*	Click Footnotes
3. Select the Footnotes list. A list of options appears.	Click Footnotes
4. Select the desired option. The contents of the note pane change accordingly.	Click All Endnotes
5. Click the right mouse button on the note text you want to convert. A shortcut menu appears.	Click the right mouse button on the text Manufacturer's extended warranty is 60 days.
6. Select the Convert to Footnote or Convert to Endnote command as desired. The note text is converted and the contents of the note pane change accordingly.	Click Convert to Footnote

Convert the See specific item warranty for details. note text to an endnote. Then, close the note pane.

Close PACKET5.DOC.

_Exercise

_{Using Notes}

e Task

Insert, move, copy, and delete footnotes.

1. Open Invite92.

2. Switch to Normal view, if necessary.

3. In the Note Options dialog box, select the 1,2,3, ... number format for footnotes and the i, ii, iii,... number format for endnotes.

4. Go to page 1 and position the insertion point at the end of the second paragraph, after the text product training.

5. Insert the following footnote: Sponsored by Fit-for-Life Sports..

6. Go to page 3 and position the insertion point in the second row in the second column of the table to the right of the text How to select fitness equipment to meet your aerobic needs.

7. Insert a footnote with the following text: Formerly titled Exercising for good health..

8. Position the insertion point above the table to the right of the text MORNING SEMINARS.

9. Insert the following endnote text: Morning workshops only are included in the half-day admission..

10. Go to page 4 and position the insertion point to the right of the text AFTERNOON SEMINARS.

11. Insert the following endnote: Included in full-day admission..

12. Switch to Page Layout view and scroll the document as needed to view the footnotes and endnotes.

13. Switch to Normal view.

14. Use the Select Browse Object menu to browse by footnote. Go to footnote ¹.

15. Cut footnote ¹. Go to page 3 and position the insertion point in the second row of the fourth column in the table after the text Product Demonstration: Life-Fit: the next generation of Treadmills. Then, paste the footnote. Notice that Word automatically renumbers the footnotes.

16. Copy footnote ¹ in the second row of the second column in the table. Go to page 4 and position the insertion point after the text How to select fitness equipment to meet your aerobic needs in the third row of the second column of the table. Then, paste the footnote.

17. Open the note pane to view all the footnotes in the document.

18. Switch to the Endnotes note pane.

19. Convert all the endnotes to footnotes.

20. Delete footnote ².

21. Close the document without saving it.

_{Lesson
46 -

Tracking Revisions}

_{In this lesson, you will
learn how to:}

· Enable change tracking

· Set change tracking options

· Disable change tracking

· Route documents

· Merge documents

· Review tracked changes

· Accept/Reject all changes

· Save versions of a file

· Open versions

_{Enabling Change Tracking}

d Discussion

If a document is reviewed, revised, or edited by others, you can use revision marks to track changes made by the various reviewers. The Track Changes feature varies the font color to display the changes made to a document and each reviewer’s changes appear in a different font color.

You can hide the revision marks in a document so that you do not see them on the screen or in the printed document. Although the marks are hidden, they are still stored in the document and you can view or print them at any time.

When you enable the Track changes while editing command, the letters TRK appear on the status bar.

Enabling change tracking


o	You can double-click TRK on the status bar or use the Track Changes button on the Reviewing toolbar to enable or disable change tracking.

C Procedures

1. Select the Tools menu.

2. Point to the Track Changes command.

3. Select the Highlight Changes command.

4. Select the Track Changes while editing option.

5. Select OK.

f Step-by-Step

From the Student Data directory, open PACKET6.DOC.

Enabling change tracking.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Point to the Track Changes command. The Track Changes* submenu appears.*	Point to Track Changes
3. Select the Highlight Changes command. The Highlight Changes dialog box opens.	Click Highlight Changes...
4. Select the Track Changes while editing option. The Track Changes while editing* option is selected.*	Click Track changes while editing
5. Select OK. The Highlight Changes dialog box closes and TRK* appears on the status bar.*	Click OK

_{Setting Change Tracking Options}

d Discussion

You can specify how you want revision marks to appear in a document. You can define how inserted text, deleted text, and changes made to formatting appear on the screen and in the printed document. You can also display vertical bars to indicate where tracked changes appear in the document.

You can use both font color and font effects to display tracked changes. You can assign a different font color for each author up to eight authors (editors), after which the colors are repeated.

Setting change tracking options

C Procedures

1. Select the Tools menu.

2. Point to the Track Changes command.

3. Select the Highlight Changes command.

4. Select Options.

5. Select the Mark list for the change tracking option you want to change.

6. Select the desired option.

7. Select the Color list for the change tracking option you want to change.

8. Select the desired color.

9. Select OK.

10. Select OK.

f Step-by-Step

Set change tracking options.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Point to the Track Changes command The Track Changes* menu appears*.	Point to Track Changes
3. Select the Highlight Changes command. The Highlight Changes dialog box opens.	Click Highlight Changes...
4. Select Options. The Track Changes dialog box opens.	Click Options...
5. Select the Mark list for the change tracking option you want to change. A list of available options appears.	Click Mark under Changed lines
6. Select the desired option. The option is selected.	Click Left border
7. Select the Color list for the change tracking option you want to change. A list of available colors appears.	Click Color under Changed lines
8. Select the desired color. The color is selected.	Click Auto, if necessary
9. Select OK. The Track Changes dialog box closes.	Click OK
10. Select OK. The Highlight Changes dialog box closes and the change tracking options are saved.	Click OK

Go to page 1.

In the first paragraph, add the word fitness between finest and equipment.

At the end of the second paragraph under the Sporting Equipment heading, delete the text our customer and the preceding comma.

In the third paragraph under the Sporting Equipment heading, add the text and exercise between fitness and equipment.

Notice the formatting of the revision marks and the change lines in the left margin.

_{Disabling Change Tracking}

d Discussion

You can disable change tracking so that you can work in a document without inserting revision marks. When change tracking is disabled, the letters TRK are dimmed on the status bar.


o	If you make changes to a document while change tracking has been disabled, you can select the Compare Documents command from the Track Changes submenu on the Tools menu to compare the newer version of the document with the older one, provided that both files had been saved with different filenames. When you compare documents, Word inserts revision marks to display inserted, deleted, and revised text.

C Procedures

1. Select the Tools menu.

2. Point to the Track Changes command.

3. Select the Highlight Changes command.

4. Deselect the Track changes while editing option.

5. Select OK.

f Step-by-Step

Disable change tracking.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Point to the Track Changes command. The Track Changes* submenu appears.*	Point to Track Changes
3. Select the Highlight Changes command. The Highlight Changes dialog box opens.	Click Highlight Changes...
4. Deselect the Track changes while editing option. The Track changes while editing* option is deselected.*	Click Track changes while editing
5. Select OK. The Highlight Changes dialog box closes and change tracking is disabled.	Click OK

Close PACKET6.DOC.

_{Routing Documents}

d Discussion

You can use the Routing feature to distribute a document on a network. If you want each reviewer to work in a separate document, you can make copies of a document, give each copy a unique filename, and then route a copy to each recipient. You can distribute the file to all the reviewers at one time so that they can all work on the document concurrently. You can also route the document to reviewers one at a time so that each reviewer works in the same file and then forwards it to the next reviewer.

Routing documents


o	If you route a document to one reviewer at a time, each reviewer must forward the file to the next reviewer on the routing list when he or she has finished reviewing it.

C Procedures

1. Select the File menu.

2. Select the Send To command.

3. Select the Routing Recipient command.

4. Select Address.

5. Select the names of the people to whom you want to route the document from the Type Name or Select from List list box.

6. Select To.

7. Select OK.

8. Select the Subject text box.

9. Type the desired subject.

10 Select the Message text text box.

11. Type the desired message.

12. Under Route to recipients, select the desired option.

13. Select the Return when done option, if desired.

14. Select the Track status option, if desired.

15. Select the Protect for list.

16. Select the desired option.

17. Select Route.

_{Merging Documents}

d Discussion

After the reviewers have returned all the distributed documents, you can merge them into one document that displays all the tracked changes.

If the returned documents all have the same file name, you must store them in different locations so that none of them are overwritten.


o	If a message box with the message, The merged documents contain unmarked changes. Do you want to merge up to the first untracked change?, opens, changes have been made to the document while the Track changes while editing option was not activated. You can select OK to continue the merge.

C Procedures

1. Select the Tools menu.

2. Select the Merge Documents command.

3. Select the Look in list.

4. Select the drive where the file(s) you want to merge are stored.

5. Select the folder where the file(s) you want to merge are stored.

6. Select the file(s) you want to merge into the current document.

7. Select Open.

f Step-by-Step

From the Student Data directory, open PACKET7.DOC.

Merge documents.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Merge Documents command. The Select File to Merge Into Current Document dialog box opens.	Click Merge Documents...
3. Select the Look in list. A list of available drives appears.	Click Look in
4. Select the drive where the file(s) you want to merge are stored. A list of available folders appears.	Click the student data drive
5. Select the folder where the file(s) you want to merge are stored. A list of available files appears.	Double-click to select the student data folder
6. Select the file(s) you want to merge into the current document. The file(s) are selected.	Click Packet7a
7. Select Open. The files are merged and the tracked changes of each reviewer appear in a different color.	Click Open

_{Reviewing Tracked Changes}

d Discussion

When tracked changes have been made to a document, or when one or more documents containing tracked changes have been merged, revision marks appear in the document for each tracked change and the tracked changes made by each reviewer appear in a different color. When you point to a tracked change, a ScreenTip displays the name of the person who made the change, the date and time the change was made, and the type of change that was made.

To review tracked changes, you can use buttons available on the Reviewing toolbar to go to the next or previous tracked change in the document. Other buttons on the Reviewing toolbar allow you to accept or reject each tracked change. As soon as you accept or reject a tracked change, Word removes the revision marks and color from it.

C Procedures

1. Display the Reviewing toolbar.

2. Click the Next Change button or the Previous Change button as desired.

3. Select the Accept Change button or the Reject Change button as desired.

f Step-by-Step

Review tracked changes.

Go to the top of the document and display the Reviewing toolbar.

*Steps*	*Practice Data*
1. Click the Next Change button or the Previous Change button as desired. The next tracked change in the document is selected.	Click
2. Select the Accept Change button or the Reject Change button as desired. The tracked change is accepted or rejected accordingly and the revision marks are removed from the tracked change.	Click

Hide the Reviewing toolbar.

Click anywhere in the document to deselect the text.

_{Accepting/Rejecting All Changes}

d Discussion

You use the Accept or Reject Changes dialog box as well as buttons on the Reviewing toolbar to review the tracked changes in a document. When you use the Accept or Reject Changes dialog box, you can view the tracked changes in one of three ways: highlight the tracked changes, display the tracked changes without highlighting them (how the document would appear if you accept all the changes), and display the original document (how the document would appear if you rejected all tracked changes). When reviewing tracked changes, you should select the Changes with highlighting option.

In the Accept or Reject dialog box, you can search forward or backward in the current document to find tracked changes. After you have located a tracked change, you can accept or reject it as desired. As soon as you have accepted or rejected a tracked change, Word removes the revision marks and color from it and highlights the next tracked change. In addition, in the Accept or Reject Changes dialog box, you can undo the previous acceptance or rejection.

There may also be times when you want to accept or reject all changes made to a document without reviewing each one. For instance, you may have previously reviewed the document without accepting or rejecting the tracked changes. In the Accept or Reject Changes dialog box, you can accept or reject all the tracked changes at one time.

When you reach the end of the document, you can review the footnotes or continue reviewing the document from the beginning. The Accept or Reject Changes dialog box remains open until all tracked changes have been accepted or rejected, you select Cancel, or you close it.

Accepting/Rejecting all changes


o	You can go to the document while the Accept or Reject Changes dialog box is open and make revisions, if necessary. You can then click in the Accept or Reject Changes dialog box to continue reviewing tracked changes.

C Procedures

1. Select the Tools menu.

2. Point to the Track Changes command.

3. Select the Accept or Reject Changes command.

4. Select the Accept All or the Reject All option as desired.

5. Select Yes.

6. Select Close.

f Step-by-Step

Accept or reject all tracked changes.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Point to the Track Changes command. The Track Changes* submenu appears.*	Point to Track Changes
3. Select the Accept or Reject Changes command. The Accept or Reject Changes dialog box opens.	Click Accept or Reject Changes...
4. Select the Accept All or the Reject All option, as desired. A Microsoft Word message box opens, prompting you to verify the acceptance or rejection of all changes.	Click Accept All
5. Select Yes. The tracked changes are accepted or rejected accordingly and the highlighting and revision marks are removed from the document.	Click Yes
6. Select Close. The Accept or Reject Changes dialog box closes.	Click Close

Close PACKET7.DOC.

_{Saving Versions of a File}

d Discussion

If you want to make slight changes to a document, you can save multiple versions of it in one file rather than making copies of the entire file and renaming each copy. Creating document versions saves disk space because Word saves only the differences between the versions, rather than saving each version as a separate file.

You can edit a document version just as you would edit any document. For example, you can add and delete text and objects and change formats in the document.

Saving a version of a file


o	Creating versions in a file increases the size of the file.

C Procedures

1. Select the File menu.

2. Select the Versions command.

3. Select Save Now.

4. Type any comment that identifies the version, if desired.

5. Select OK.

f Step-by-Step

From the Student Data directory, open PACKVER.DOC.

Save versions of a file.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Versions command. The Versions in filename dialog box opens.	Click Versions...
3. Select Save Now. The Save Version dialog box opens.	Click Save Now...
4. Type any comment that identifies the version, if desired. The comment appears in the Comments on version* text box.*	Type *With graphic*
5. Select OK. The Save Version and the Versions in filename dialog boxes close and the version is saved.	Click OK

Delete the graphic. Then, save a version with the comment Without graphic.

_{Opening Versions}

d Discussion

If you have saved multiple versions of a document, the last version viewed before you closed the document appears when you next open it. However, you can open one, several, or all document versions at any given time.

The Versions in filename dialog box lists all versions saved in the file, the date and time the versions were saved, the names of the users who saved them, and the comments saved with each one. When you open a document version, it appears in a new document window.

Opening a version

C Procedures

1. Select the File menu.

2. Select the Versions command.

3. Select the version you want to open from the Existing versions list box.

4. Select Open.

f Step-by-Step

Open a version.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Versions command. The Versions in filename dialog box opens.	Click Versions...
3. Select the version you want to open from the Existing versions list box. The version is selected.	Click With graphic
4. Select Open. The Versions in filename dialog box closes and the selected version appears in a document window.	Click Open

Close the With graphic version.

Close PACKVER.DOC.

_Exercise

_{Tracking Revisions}

e Task

Enable change tracking and then edit a document. Review a document containing tracked changes.

1. Open Invite94.

2. Enable the Track changes while editing option.

3. Set the following change tracking options:

Type Change	Mark	Color
Inserted Text	Italic	By Author
Deleted Text	Strikethrough	By Author
Changed Lines	Outside Border	Auto

4. Change the first line of the document from You are invited to You are cordially invited.

5. Merge Invite95 into the current document.

6. Display the Reviewing toolbar. Go to the top of the document and review each tracked change individually. Accept or reject each tracked change as desired.

7. Close Invite94 without saving it.

8. Open Sales.

9. Save a version of the document with the following comment: With chart.

10. Delete the chart and then save a version of the document with the following comment: Without chart.

11. View both versions of the document.

12. Close all open documents without saving them.

_{Lesson
47 -

Using Comments}

_{In this lesson, you will
learn how to:}

· Work with comments

· Insert a comment

· View comments

· Insert comment text

· Print comments

· Delete a comment

_{Working with Comments}

d Discussion

When developing a document, you may want others to review it without making changes to the text. Reviewers can add comments to a document, instead of making changes in it. Each comment is initialed and numbered and its location in the document is indicated by light yellow shading.

Since comments are formatted as hidden text, they do not interfere with normal document text. You create comments and edit them in a separate comment pane. Comments can include graphics as well as text.

When you point to text in a document that is shaded with light yellow, a ScreenTip displays the reviewers name and the comment. You can also view all comments in a document by displaying the comment pane.

You can incorporate a comment into a document by copying it in the comment pane and pasting it into the document as desired.

If you have a sound board and microphone available, you can insert voice comments. In addition, if your system is pen-equipped, you can use the pen to write comments directly into a document window.

_{Inserting a comment}

d Discussion

Before you insert a comment into a document, you can select text to which you want to attach it, or you can simply position the insertion point anywhere in the text. After you have inserted a comment, the selected text or the word to the left of the insertion point is shaded with light yellow to indicate that a comment has been inserted.

Word also inserts a comment mark after the selected text or at the insertion point. The comment mark is in hidden text format and consists of the initials of the reviewer who entered the comment and a sequential comment number. Word derives the initials from the User Information page in the Options dialog box.

You can display or hide the comment marks by displaying or hiding the nonprinting characters.

Inserting a comment


o	If necessary, you can activate the ScreenTip option on the View page in the Options dialog box to view the yellow shading.

o	Although you can also highlight text in yellow, highlighted text is a brighter yellow. To highlight text, you can select the text you want to highlight and then click the Highlight button on the Formatting toolbar.

C Procedures

1. Select the text to which you want to attach a comment.

2. Select the Insert menu.

3. Select the Comment command.

4. Type the desired comment text.

5. Select Close.

f Step-by-Step

From the Student Data directory, open PACKET8.DOC.

Insert a comment.

*Steps*	*Practice Data*
1. Select the text to which you want to attach a comment. The text is selected.	Click in the margin to the left of the third paragraph under the Sporting Equipment heading
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Comment command. The selected text is shaded in light yellow, a comment mark appears at the end of the selected text, and the comment pane opens.	Click Comment
4. Type the desired comment text. The comment text appears in the comment pane.	Type *Include more about our exercise equipment offerings.*
5. Select Close. The comment pane closes.	Click Close

_{Viewing Comments}

d Discussion

If a document contains comments made by several different reviewers, you can view all the comments in the comment pane, or you can view only the comments of selected reviewers.

You can view all comments in the document in the comment pane. When you open the comment pane, all comment marks appear in the document text and you can edit the text of any comment just as you would edit document text.

Once you have finished viewing or editing comment text, you can close the comment pane and return to the document, or you can continue working in the document without closing the comment pane.

Viewing comments


o	You can also open the comment pane by double-clicking any comment mark in the document text.

o	If you point to text shaded in light yellow in a document, a ScreenTip displays the name of the reviewer and the text of the comment.

C Procedures

1. Select the View menu.

2. Select the Comments command.

3. Select the Comments From list.

4. Select All Reviewers or the reviewer whose comments you want to view.

f Step-by-Step

View comments in a document.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Comments command. The comment pane opens.	Click Comments
3. Select the Comments From list. A list of available reviewers appears.	Click Comments From
4. Select All Reviewers or the reviewer whose comments you want to view. The comments of the selected reviewer or those of all reviewers appear in the comment pane.	Click Linda Mullen

Select All Reviewers from the Comments From list.

_{Inserting Comment Text}

d Discussion

Comments often contain suggestions that will enhance or clarify a document. Instead of retyping the suggestion into the document, you can copy the comment text in the comment pane and paste it into the document.

If the comment you want to copy was inserted while change tracking was enabled, the comment text may have a different color and formatting than the document text. As a result, you may need to change the text color, size, or formatting after pasting the comment into the document.

C Procedures

1. Open the comment pane.

2. Select the comment text you want to insert into the document.

3. Click the Copy button .

4. Activate the document.

5. Position the insertion point where you want to paste the comment text.

6. Click the Paste button .

f Step-by-Step

Insert comment text into a document.

Open the comment pane, if necessary.

*Steps*	*Practice Data*
1. Drag to select the comment text you want to insert into the document. The comment text is highlighted as you drag.	Drag to select the text manufacturers of sporting goods in the [KJ2] comment
2. Release the mouse button. The comment text is selected.	Release the mouse button
3. Click the Copy button. The text is copied to the Windows Clipboard.	Click
4. Activate the document. The insertion point appears in the document.	Click anywhere in the document
5. Position the insertion point where you want to paste the comment text. The insertion point appears in the new location.	Drag to select the text Sporting Goods Manufacturers in the first paragraph of the document
6. Click the Paste button. The comment text appears in the document.	Click

Select the pasted text and change the font size to 12 points.

Close the comment pane.

_{Printing Comments}

d Discussion

Although comments are formatted as hidden text, you can print them. You can print comments with the document, or you can print them separately.

If you print comments with the document, they appear at the end of the document text and include the number of the page on which the comment mark appears, the initials of the reviewer who inserted the comment, the comment number, and the comment text. If you print comments without printing the document text, Word prints the number of the page on which the comment mark appears, the initials of the reviewer who inserted the comment, the comment number, and the comment text.

Once comments have been printed, the comment pane displays the number of the page on which the comment mark appears.

Printing comments

C Procedures

1. Select the File menu.

2. Select the Print command.

3. Select the Print what list.

4. Select Comments.

5. Select OK.

f Step-by-Step

Print comments.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Print command. The Print dialog box opens.	Click Print...
3. Select the Print what list. A list of print options appears.	Click Print what
4. Select Comments. *Comments* appears in the Print what box.	Click Comments
5. Select OK. The Print dialog box closes and Word prints the comments without printing the document text.	Click OK

Open the comment pane. Notice that page numbers now appear for each comment.

Close the comment pane.

_{Deleting a Comment}

d Discussion

When you no longer need a comment, you can delete it.

To delete a comment, you must delete the comment mark in the document text. You cannot delete a comment from the comment pane. A comment is removed from the comment pane only when you have deleted the corresponding comment mark from the document text.

When you delete a comment, Word automatically renumbers all remaining comments as needed.

C Procedures

1. In the document, select the comment mark you want to delete.

2. Press [Delete].

f Step-by-Step

Delete a comment.

Display the nonprinting characters, if necessary.

*Steps*	*Practice Data*
1. In the document, drag to select the comment mark you want to delete. The comment mark is highlighted as you drag.	Drag to select [KJ2] in the document
2. Release the mouse button. The comment mark is selected.	Release the mouse button
3. Press [Delete]. The comment mark is deleted.	Press [Delete]

Open the comment pane. Notice that the comment no longer appears and the remaining comments have been renumbered.

Close the comment pane.

Close PACKET8.DOC.

_Exercise

_{Using Comments}

e Task

View comments in a document. Then, insert, delete, and print comments.

1. Open Invite96.

2. Open the comment pane to view the comments in the document.

3. Replace the text Please attend with You are invited to attend, as suggested in the first comment. Format the pasted text as 12 points.

4. Go to page 2 and select the text Directions to the Showcase.

5. Insert the following comment: Include a detailed map..

6. Delete the [JS3] comment. Notice that Word renumbers the remaining comments.

7. Print both the comments and the document text.

8. Close the document without saving it.

_{Lesson
48 -

Creating a Table of Authorities}

_{In this lesson, you will
learn how to:}

· Use a table of authorities

· Mark citations

· Find the next citation

· Mark short citations

· Create a table of authorities

· View the TOA field code

· Update a table of authorities

_{Using a Table of Authorities}

d Discussion

Many legal documents, including briefs, require a table of authorities that lists the citations in the document. Citations are references to cases, statutes, rules, treatises, regulations, constitutional provisions, and other categories of items included in legal documentation.

The first occurrence of a particular citation in a legal document is called a long citation. The long citation should appear only once. Any additional references to that particular citation are abbreviated. For instance, the text, Griffin v. Federal Land Bank of Wichita, 902 F.2d 22, 24 (10th Cir. 1990), is a long citation since it contains the full text of the citation. Additional references to that particular citation could be abbreviated as Griffin v. Federal Land Bank.

Developing a table of authorities involves marking the citations you want to include, formatting the appearance and placement of the table, and compiling the table of authorities. Word provides easy-to-use features that enable you to mark the citations for the table of authorities.

The table of authorities lists all the marked citations and their corresponding page numbers in the document. The page number of the initial long citation is listed as well as any additional page numbers on which the abbreviated references appear.

A table of authorities

_{Marking Citations}

d Discussion

In order to create a table of authorities, you must first mark the citations you want to include in it. The Mark Citation dialog box allows you to mark text and assign it to a category. Word provides several categories, including Cases, Statutes, Other Authorities, Rules, Treatises, Regulations, and Constitutional Provisions. You can also add your own categories to the list.

It may be helpful to review a printed copy of the legal document when marking citations for the table of authorities so that you can determine which text should be used for long and short citations. You should select long citations for marking and then select the Mark All button; Word then marks the long citation and all corresponding short citations. You can select the Mark button to mark only the current selection.

Word stores marked text in a {TA} field. As soon as you mark text for a table of authorities, Word displays the non-printing characters in the document, including the {TA} field codes which are hidden text. You can use options available on the View page in the Options dialog box to view only the hidden text, if desired.

Marking a citation


o	You can also open the Mark Citation dialog box by selecting Mark Citation on the Table of Authorities page in the Index and Tables dialog box. You can open the Index and Tables dialog box by selecting the Index and Tables command from the Insert menu.

o	The Mark Citation dialog box remains open until you select Close. Therefore, you can continue to mark citations by selecting the desired text in the document and selecting Mark or Mark All as desired.

o	You can use the standard Word shortcut keys or toolbar buttons to format text in the Selected text text box.

C Procedures

1. Select the text you want to mark as a citation.

2. Press [Alt+Shift+I].

3. Type the desired abbreviated text for the short citation.

4. Select the Category list.

5. Select the desired category.

6. Select Mark or Mark All as desired

f Step-by-Step

From the Student Data directory, open CASE9.DOC.

Mark citations in a document.

Go to page 1, section 2.

*Steps*	*Practice Data*
1. Drag to select the text you want to mark as a citation. The text is highlighted as you drag.	Drag to select the text Small Business Credit Act, 12 U.S.C. §2001 - §2279AA-14 in the second paragraph under the PROCEDURAL HISTORY heading
2. Release the mouse button. The text is selected.	Release the mouse button
3. Press [Alt+Shift+I]. The Mark Citation dialog box opens and the selected text appears in both the Selected text* and Short citation text boxes.*	Press [Alt+Shift+I]
4. Type the desired abbreviated text for the short citation. The text appears in the Short citation* text box.*	Type *12 U.S.C.*
5. Select the Category list. A list of available categories appears.	Click Category
6. Select the desired category. The selected category appears in the Category* box.*	Click Statutes
7. Select Mark or Mark All as desired The nonprinting characters appear and the {TA}* field code is inserted into the document.*	Click Mark All

_{Finding the Next Citation}

d Discussion

After you have marked a citation for the table of authorities, you do not need to close the Mark Citation dialog box. When you select the Next Citation button in the Mark Citation dialog box, Word attempts to locate the next citation in the legal document by searching for characters commonly found in citations (such as v, re, Ibid, and Sess). However, citations that do not contain any common citation characters are overlooked.

Selecting the Next Citation button selects the common citation character(s), but it does not select the complete citation text. You must select the desired citation text in order to mark it for the table of authorities.


o	After you have used the Next Citation option, you should manually review a printed copy of the legal document in order to locate and mark any citations that may have been overlooked.

o	You may need to move the Mark Citation dialog box in order to select citation text in the document.

C Procedures

1. Select Next Citation.

2. Position the insertion point in the document.

3. Select the citation text you want to mark.

4. Select the Category list in the Mark Citation dialog box.

5. Select the desired category.

6. Select the Short Citation text box.

7. Enter the desired short citation text.

8. Select Mark or Mark All as desired.

f Step-by-Step

Find the next citation and mark it.

Go to page 1, section 2. Position the insertion point to the left of the text, Unfair Trade Practices, in the second paragraph under the PROCEDURAL HISTORY heading. Then, open the Mark Citation dialog box, if necessary.

*Steps*	*Practice Data*
1. Select Next Citation. The next occurrence of common citation text is selected.	Click Next Citation
2. Position the insertion point in the document. The insertion point appears in the new location in the document.	Click to the left of the text Unfair
3. Drag to select the citation text you want to mark. The citation text is highlighted as you drag.	Drag to select the text Unfair Trade Practices and Consumer Protection Law 73 Pa. C.S.A. §201-1 - §201-9.2
4. Release the mouse button. The citation text is selected.	Release the mouse button
5. Select the Category list in the Mark Citation dialog box. A list of available categories appears.	Click Category
6. Select the desired category. The selected category appears in the Category* box.*	Click Statutes, if necessary
7. Select the Short Citation text box. The text in the Short Citation* text box is selected.*	Press [Tab]
8. Enter the desired short citation text. The short citation appears in the Short Citation* text box.*	Type *73 Pa. C.S.A.*
9. Select Mark or Mark All as desired. The {TA}* field code(s) appear in the document.*	Click Mark All

Use the Next Citation button to select the remaining citations in the document. Skip all citations that are already marked. For each one, select the following citation text, type the corresponding short citation text, assign the citation to the Cases category, and then select Mark All:

Long citation	Short citation
Mortgage One Small Business Credit, ACA v. John Smith, et al.	John Smith
Production Credit Ass'n of Worthington v. Van Iperen, 396 N.W. 2d 35, 38 (Minn. Application 1986)	Van Iperen
Griffin v. Federal Land Bank of Wichita, 902 F.2d 22, 24 (10th Cir. 1990)	Griffin
Federal Land Bank of Spokane v. Wright, 120 Idaho 32, 813 P.2d 371, 374 n. 5 (Ct, Application 1991)	Wright
Yudacufski v. Com., Dept. of Transp., 499 Pa. 605, 454 A.2d 923 (1982)	Yudacufski
Com., Pennsylvania Liquor Control Bd. v. Willow Grove Veterans Home Ass'n, Inc., 97 Pa. Commw. 391, 509 A.2d 958 (1986)	Willow Grove Veterans Home Ass'n
Garth v. Production Credit Association of Southeastern Michigan, No. 88- 4035 CZ, slip op (Circuit Court, Mich. Jul. 27, 1989)	Garth

Close the Mark Citation dialog box when you have finished marking citations.

_{Marking Short Citations}

d Discussion

Word compiles tables of authorities from all long citations in the document and uses the short citations to list the document pages on which additional references to the long citation appear.

You may find that, although the long citation appears in the table of authorities, a reference to the long citation was not marked as a short citation and, as a result, the page on which that reference appears is not listed in the table of authorities. You can mark selected text as a short citation so that the page on which it appears is listed in the table of authorities for the corresponding long citation.

C Procedures

1. Select the citation text you want to mark.

2. Press [Alt+Shift+I].

3. Enter the desired short citation text in the Short citation text box.

4. Select Mark or Mark All as desired.

f Step-by-Step

Mark short citations.

Go to page 7, section 2. Notice that the text Van Ipren in the last paragraph is misspelled. As a result, Word did not mark it when you created the Van Iperen long and short citations using the Mark All feature. Correct the misspelled text to Van Iperen.

*Steps*	*Practice Data*
1. Drag to select the citation text you want to mark. The text is highlighted as you drag.	Drag to select the text Van Iperen
2. Release the mouse button. The text is selected.	Release the mouse button
3. Press [Alt+Shift+I]. The Mark Citation dialog box opens and the text appears in both the Selected text* and Short citation text boxes.*	Press [Alt+Shift+I]
4. Enter the desired short citation text in the Short citation text box. The short citation appears in the Short citation* text box.*	Type *Van Iperen*, if necessary
5. Select Mark or Mark All as desired. The {TA}* field code(s) appear in the document.*	Click Mark

Close the Mark Citation dialog box.

_{Creating a Table of Authorities}

d Discussion

A table of authorities is generally placed at the beginning of a legal document and often uses Roman numerals for page numbers. If you want to format a table of authorities differently than the rest of the document, you must create a separate document section for it.

After you have marked all the citations in a document, you can define the format of the table of authorities and then generate it. Word provides several built-in formats for a table of authorities. If none of the built-in formats meet your needs, you can design a custom format by modifying the various built-in styles.

In addition, you can keep the original formatting of citations as they appear in the document, select the categories you want to include in the table, and select a tab leader (a series of characters that extends between the table of authority entries and the corresponding page numbers).

You can also select the passim option, which replaces five or more references to the same authority with the word passim.

Creating a table of authorities

C Procedures

1. Position the insertion point in the document where you want the table of authorities to appear.

2. Select the Insert menu.

3. Select the Index and Tables command.

4. Select the Table of Authorities tab.

5. Select the desired option from the Formats list box.

6. Select the Use passim option, if desired.

7. Select the Keep original formatting option, if desired.

8. Select the Category list.

9. Select the desired option.

10. Select the Tab leader list.

11. Select the desired tab leader.

12. Select OK.

f Step-by-Step

Create a table of authorities.

Go to the top of the document, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in the document where you want the table of authorities to appear. The insertion point appears in the new location.	Click the second line below the text Table of Authorities
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Index and Tables command. The Index and Tables dialog box opens.	Click Index and Tables...
4. Select the Table of Authorities tab. The Table of Authorities* page appears.*	Click the Table of Authorities tab
5. Select the desired option from the Formats list box. The format is selected.	Click Formal
6. Select the Use passim option, if desired. The Use passim* option is selected.*	Click Use passim, if necessary
7. Select the Keep original formatting option, if desired. The Keep original formatting* option is selected.*	Click Keep original formatting, if necessary
8. Select the Category list. A list of available categories appears.	Click Category
9. Select the desired option. The option appears in the Category* box.*	Click All, if necessary
10. Select the Tab leader list. A list of tab leaders appears.	Click Tab leader
11. Select the desired tab leader. The tab leader appears in the Tab leader* box.*	Click ....... (second option), if necessary
12. Select OK. The Index and Tables dialog box closes and the table of authorities appears in the document at the insertion point.	Click OK

_{Viewing the TOA Field Code}

d Discussion

Once you have designed the table of authorities, Word builds it and inserts it into the document at the insertion point. If a table of authorities has more than one category, Word actually builds a separate table of authorities for each category.

Although you usually see the text of the table of authorities, it is actually a {TOA} field in which the selected options are stored. Word creates a {TOA} field for each category in the table of authorities. If desired, you can view the {TOA} field codes instead of the table of authorities text. Displaying field codes takes up less space on the screen.

Although you usually do not want to view the {TOA} field code, you can use a keystroke or a shortcut menu command to toggle the display between the field code and the table of authorities text.

Viewing the TOA field code


o	To display or hide the {TOA} field code, you can point to the table of authorities or field code, click the right mouse button, and select the Toggle Field Codes command.

o	You can press the [Shift+F9] key combination to toggle the display of the selected or current field between text and field codes.

o	You can press the [Alt+F9] key combination to toggle the display of all fields in a document between text and field codes.

C Procedures

1. Position the insertion point in the table of authorities text or in the {TOA} code.

2. Press [Shift+F9].

f Step-by-Step

View the {TOA} field codes.

*Steps*	*Practice Data*
1. Position the insertion point in the table of authorities text or in the {TOA} code. The insertion point appears in the new location.	Click in the Statutes table of authorities text
2. Press [Shift+F9]. The {TOA}* field code or the table of authorities text appears accordingly.*	Press [Shift+F9]

Press [Shift+F9] again to display the table of authorities text.

_{Updating a Table of Authorities}

d Discussion

If you add or delete citations after you have inserted the table of authorities, you must build a new table of authorities. Although the options selected for the existing table of authorities remain in effect, you can change any options as needed.

However, if a change made to the document affects the page breaks which in turn affect the page numbering, you may not need to build a new table of authorities. You can easily update the page numbers in an existing table of authorities.


o	You must rebuild a table of authorities if you want to change its format.

C Procedures

1. Select Insert.

2. Select the Index and Tables command.

3. Select the Table of Authorities tab.

4. Select the desired option from the Formats list box.

5. Select the Category list.

6. Select the desired category.

7. Select OK.

8. Select OK.

f Step-by-Step

Update a table of authorities.

Go to page 4, section 2. Mark the Pennsylvania Rule of Appellate Procedure 302(a) citation in the second paragraph below argument B as a long citation in the Rules category and type Pa. R.A.P. 302(a) as the short citation. Close the Mark Citation dialog box.

*Steps*	*Practice Data*
1. Select Insert. The Insert* menu appears.*	Click Insert
2. Select the Index and Tables command. The Index and Tables dialog box opens.	Click Index and Tables...
3. Select the Table of Authorities tab. The Table of Authorities* page appears.*	Click the Table of Authorities tab, if necessary
4. Select the desired option from the Formats list box. The format is selected.	Click Formal
5. Select the Category list. A list of available categories appears.	Click Category
6. Select the desired category. The category appears in the Category* box.*	Click All
7. Select OK. The Index and Tables dialog box closes and a Microsoft Word message box opens, asking if you want to replace the selected table of authorities category.	Click OK
8. Select Yes. The Microsoft Word message box closes and the updated table of authorities appears in the document.	Click Yes

Go to page 1, section 2, and insert a page break before the text COUNTERSTATEMENT OF CASE. Then, select the existing tables of authorities and press [F9]. Notice that the page numbers of all citations are updated.

Close CASE9.DOC.

_Exercise

_{Creating a Table of Authorities}

e Task

Mark citations in a document and then design and build a table of authorities. Print a paper copy of the document in order to determine which text contains citations, if possible.

1. Open Brief9.

2. Open the Mark Citation dialog box and select the Next Citation button to find the first citation in the document. Mark the Iorfida v. Mary Robert Realty Co. citation in the Case category.

3. Find the next citation, Zack v. Borough of Saxonburg, and mark it in the Case category.

4. Find the next citation. Mark all occurrences of Yurechko v. Allegheny County as both long and short citations in the Case category, since it is referenced more than once in the document.

5. Mark all remaining citations in the Case category.

6. Go to the top of the document and position the insertion point on the second line below the text TABLE OF AUTHORITIES.

7. Insert a table of authorities using the Simple format and the Cases category.

8. Go to page 4 and insert a page break on the line above the ARGUMENT heading.

9. Update the table of authorities to reflect the change in page numbers.

10. Close the document without saving it.

_{Lesson
49 -

Creating Master Documents}

_{In this lesson, you will
learn how to:}

· Use Master Document view

· Insert subdocuments

· Collapse/Expand subdocuments

· Open subdocuments

_{Using Master Document View}

d Discussion

Sometimes, smaller parts of long documents (such as chapters) are saved as separate files. You can insert multiple files into a master document. The Master Document view allows you to view the document flow, rearrange files as needed, and create a table of contents and an index that includes all the inserted files. You can also expand or collapse the master document or individual files inserted into it.

When you switch to the Master Document view, both the Outlining and Master Document toolbars appear.

C Procedures

1. Select the View menu.

2. Select the Master Document command.

f Step-by-Step

Switch to Master Document view.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Master Document command. The Outlining* and Master Document toolbars appear.*	Click Master Document

_{Inserting Subdocuments}

d Discussion

Files inserted into a master document are called subdocuments. Subdocuments are linked to the original files. Therefore, changes made to the original document are updated to the master document.

When you insert a subdocument into a master document, the subdocument text appears in Outline view. You can then use the buttons on the Outlining toolbar to collapse and expand the subdocument levels.

Word inserts a Next Page section break before each subdocument you insert and a Continuous section break after it.

A master document with subdocuments

C Procedures

1. Position the insertion point in the document where you want to insert a subdocument.

2. Click the Insert Subdocument button .

3. Select the Look in list.

4. Select the drive where the file you want to insert is stored.

5. Select the folder where the file you want to insert is stored.

6. Select the file you want to insert as a subdocument.

7. Select Open.

f Step-by-Step

Insert subdocuments into a master document.

Create a new document, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in the document where you want to insert a subdocument. The insertion point appears in the new location.	Press [Ctrl+Home], if necessary
2. Click the Insert Subdocument button. The Insert Subdocument dialog box opens.	Click
3. Select the Look in list. A list of available drives appears.	Click Look in
4. Select the drive where the file you want to insert is stored. A list of available folders appears.	Click the student data drive
5. Select the folder where the file you want to insert is stored. A list of available files appears.	Double-click to select the student data folder
6. Select the file you want to insert as a subdocument. The file is selected.	Click Product9
7. Select Open. The Insert Subdocument dialog box closes and the file is inserted into the master document.	Click Open

Go to the end of the master document and insert the subdocument Benefits. Then, go to the end of the master document again and insert the subdocument Terms.

Click the Show Heading 2 button on the Outlining toolbar. Then, click the Show All Headings button on the Outlining toolbar.

Save the file as pro_ben_term.

_{Collapsing/Expanding Subdocuments}

d Discussion

You can collapse the subdocuments in a master document. Collapsing the subdocuments allows you to view the overall structure of the master document, including the source of each subdocument.

When you collapse a subdocument, a hypertext link appears. The hypertext link, which is blue and underlined, displays the path and filename of the original file, as well as Subdocument and Lock icons in the margin to the left of the hyperlink.

To view the subdocument text again, you must expand the subdocument.

Collapsed subdocuments


o	If you have not saved the master document before collapsing the subdocuments, a Microsoft Word message box opens, asking you to save the master document. If you choose not to save the master document, you cannot collapse the subdocuments.

C Procedures

1. Click the Collapse Subdocuments button .

2. Click the Expand Subdocuments button .

f Step-by-Step

Collapse and expand the subdocuments in a master document.

*Steps*	*Practice Data*
1. Click the Collapse Subdocuments button. The subdocuments collapse and hypertext links appear for each subdocument.	Click
2. Click the Expand Subdocuments button. The subdocument text appears in the master document.	Click

_{Opening Subdocuments}

d Discussion

If the original file of a subdocument is open at the same time as the master document, the subdocument is locked in the master document. You can view a locked subdocument in the master document, but you cannot make changes to it.

When a subdocument is locked, a locked icon appears in the margin to the left of the subdocument.

You can edit a subdocument in the original file or in the master document. Because a subdocument is linked to the original file, changes made to it in the master document are updated to the original file and vice versa.


o	You can also open a subdocument in a separate document window by collapsing it and clicking the hyperlink text.

C Procedures

1. Double-click the subdocument icon in the margin to the left of the subdocument you want to open.

f Step-by-Step

Open a subdocument.

Expand the subdocuments, if necessary. Position the insertion point at the end of the Products Distributed by Worldwide Sporting Goods line and type , Inc.

*Steps*	*Practice Data*
1. Double-click the subdocument icon in the margin to the left of the subdocument you want to open. The subdocument opens in a document window.	Double-click to the left of the Product9 subdocument

Notice that the changes made to the subdocument have been updated to the original file.

Do not close Product9 and switch to the pro_ben_term master document. Notice that a locked icon now appears in the margin to the left of the subdocument.

Switch back to Product9, select the text Sporting Goods Manufacturers in the last sentence of the first paragraph, and change the selected text to all lowercase. Then, save Product9 and close it. Notice that the changes have been updated to the master document and that the locked icon no longer appears.

Close Pro_ben_term.doc.

_Exercise

_{Creating a Master Document}

e Task

Create a master document. Collapse and expand subdocuments. Edit a subdocument and then view the original file in a document window.

1. Create a new document.

2. Switch to Master Document view and insert the following subdocuments: Invite, Directn, and List.

3. Save the file as showcase.

4. Collapse the subdocuments.

5. Expand the subdocuments.

6. Go to the Directn subdocument and change three to four in step 4.

7. Open the Directn subdocument in a document window.

8. Close all open documents without saving them.

_{Lesson
50 -

Enhancing Text}

_{In this lesson, you will
learn how to:}

· Add lines as you type

· Apply borders/shading to text

· Highlight text

· Find highlighted text

· Remove highlighting from text

_{Adding Lines as You Type}

d Discussion

You can add a variety of lines to a document with only a few keystrokes. If you type any of the following keystrokes and press the [Enter] key, Word inserts the corresponding line across the page:

Keystrokes	Type of line inserted
three or more hyphens (-)	a single, 3/4-point line
three or more equal signs (=)	a double line
three or more asterisks (*)	a dotted line
three or more underscores (_)	a single, thick line
three or more tildes (~)	a single, wavy line
three or more number signs (#)	a decorative line


o	To activate this AutoCorrect option, you can select the Borders option on the AutoFormat As You Type page in the AutoCorrect dialog box.

C Procedures

1. Position the insertion point at the location below which you want the line to appear.

2. Type three equal signs (=), three hyphens (-), three asterisks (*), three tildes (~), three underscores ( _ ), or three number signs (#) as desired.

3. Press [Enter].

f Step-by-Step

From the Student Data directory, open EQUIP9.DOC.

Add a line to a document as you type.

*Steps*	*Practice Data*
1. Position the insertion point at the location below which you want the line to appear. The insertion point appears in the new location.	Click the line above To our valued customers:
2. Type three equal signs (=), three hyphens (-), three asterisks (), three tildes (~), three underscores ( _ ), or three number signs (#) as desired. The three characters appear in the document.*	Type *===*
3. Press [Enter]. The corresponding type of line appears across the page above the insertion point.	Press [Enter]

_{Applying Borders/Shading to Text}

d Discussion

In Word, you can apply borders and shading to selected text or to a paragraph. Page borders can be applied to an entire document, to specific sections of a document, or to individual pages. Applying borders to a page is similar to applying borders to text.

In the Borders and Shading dialog box, you can use the Preview area to indicate where you want to apply borders. You can use the Apply to list to specify whether the border should be applied to the whole document, to specific sections or pages, to text, or to paragraphs.

In addition, you can open the Tables and Borders toolbar from the Borders and Shading dialog box.

Applying borders to selected text

C Procedures

1. Select the text to which you want to apply borders or shading.

2. Select the Format menu.

3. Select the Borders and Shading command.

4. Select the Borders or the Shading tab, as desired.

5. Select the desired options.

6. Select OK.

f Step-by-Step

Apply borders or shading to selected text.

*Steps*	*Practice Data*
1. Select the text to which you want to apply borders or shading. The text is selected.	Hold [Ctrl], click anywhere in the text Equipment Showcase, and release [Ctrl]
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Borders and Shading command. The Borders and Shading dialog box opens.	Click Borders and Shading...
4. Select the Borders or the Shading tab, as desired. The appropriate page appears.	Click the Borders tab, if necessary
5. Select the desired options. The options are selected.	Select the options shown below
6. Select OK. The Borders and Shading dialog box closes and the border or shading appears around the selected text.	Click OK

Select the following options on the Borders page:

Option	Selection
Setting	Shadow
Style	The first double-line in the Style list
Color	Black
Width	3/4 pt

Deselect the text. Notice that a border appears around the text Equipment Showcase.

_{Highlighting Text}

d Discussion

In Word, you can highlight important text, just as you can use a highlighting marker to highlight text on paper.

Highlighting is more effective on the computer screen than on the printed page. Although you can highlight text in a variety of colors, you should use a light highlight color if you plan on printing the document.


o	To change the highlight color, you can click the arrow next to the Highlight button on the Formatting toolbar and select the desired color from the color palette.

C Procedures

1. Select the text you want to highlight.

2. Click the Highlight button .

f Step-by-Step

Highlight text.

*Steps*	*Practice Data*
1. Select the text you want to highlight. The text is highlighted as you drag.	Drag to select the text from $25 to $500 in the Evening paragraph
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Highlight button. The text is highlighted with the current highlight color.	Click

_{Finding Highlighted Text}

d Discussion

You can quickly locate highlighted text in a Word document. The Find and Replace dialog box includes a Highlight command on the Format menu that allows you to search for highlighted text.

Finding highlighted text


o	You should select the No Formatting button in the Find and Replace dialog box to clear previous formatting options before beginning a new find.

C Procedures

1. Select the Edit menu.

2. Select the Find command.

3. Press [Delete] to clear the text in the Find what text box, if necessary.

4. Select More to expand the Find and Replace dialog box, if necessary.

5. Select Format.

6. Select the Highlight command.

7. Select Find Next.

f Step-by-Step

Find highlighted text.

Go to the top of the document, if necessary.

*Steps*	*Practice Data*
1. Select the Edit menu. The Edit* menu appears.*	Click Edit
2. Select the Find command. The Find and Replace dialog box opens.	Click Find...
3. Press [Delete] to clear the text in the Find what text box, if necessary. The text is deleted.	Press [Delete], if necessary
4. Select More, if necessary. The Find and Replace dialog box expands.	Click More
5. Select Format. The Format* menu appears.*	Click Format
6. Select the Highlight command. The text Format: Highlight* appears below the Find what text box.*	Click Highlight
7. Select Find Next. The first occurrence of highlighted text in the document appears.	Click Find Next

You may have to close the Find and Replace dialog box in order to view the highlighted text.

Select Cancel to close the Find and Replace dialog box.

_{Removing Highlighting from Text}

d Discussion

You can remove highlighting from document text. When you remove highlighting, the document text returns to normal.


o	You can also remove highlighting from document text by clicking the arrow next to the Highlight button, selecting None from the Highlight color palette, and then dragging to remove existing highlighting in the document.

C Procedures

1. Select the text from which you want to remove highlighting.

2. Click the Highlight button .

f Step-by-Step

Remove highlighting from text.

*Steps*	*Practice Data*
1. Select the text from which you want to remove highlighting. The text is highlighted as you drag.	Drag to select the text from $25 to $500 in the Evening paragraph
2. Release the mouse button. The text is selected.	Release the mouse button
3. Click the Highlight button. The highlighting is removed from the selected text.	Click

Close EQUIP9.DOC.

_Exercise

_{Enhancing Text}

e Task

Practice using some of the new document enhancement features in Word 97.

1. Open Inform1.

2. Create an automatic double line above the text Worldwide Sporting Goods - Your One Stop Sports and Leisure Source.

3. Select the text Worldwide Sporting Goods - Your One Stop Sports and Leisure Source and add a Box border with a single-line style.

4. Select the Shading page in the Borders and Shading dialog box and add Gray - 20% shading (second row, second column) under Fill. Select OK to close the Borders and Shading dialog box.

5. Go to the top of the page and select the text Information Packet #1 in the second line. Highlight the selected text in light blue (first row, third color).

6. Close the document without saving it.

Alignment

vertical, 147, 148

Animations, 116

Application window, 3

AutoCorrect

storing graphics, 572, 573

AutoFormat

reviewing changes, 252, 253

using, 248, 249, 250

using options, 246, 247, 248

using while typing, 250, 251

AutoShapes

inserting, 540

AutoSummarize, 638, 639, 640

Blank lines

adding, 266, 267

Bookmarks, 680

creating, 680, 681, 682

cross referencing, 685, 686, 687

deleting, 688, 689

going to, 684, 685

viewing, 682, 683

Borders

adding, 574, 575, 576

adding to a page, 581, 582, 583

adding to a table, 306, 307

adding to text, 304, 305

removing, 308

Borders and shading

applying to text, 772, 773, 774

Bullets

adding to text, 184, 185

creating a bulleted list, 182, 183, 184

modifying, 187

removing from text, 186

Callouts

creating, 550, 551

formatting, 552, 553

Catalogs

attaching a data source, 463, 464

creating, 462, 463

inserting merge fields, 465

merging to a new document, 466, 467

Cells

changing options, 289, 291

merging, 286

rotating text, 287, 288, 289

selecting, 278

splitting, 293, 294

Center tabs

setting, 156, 157

Change tracking

disabling, 716

enabling, 712, 713

reviewing tracked changes, 721, 722, 723

setting options, 713, 714, 715

Characters

changing an existing font, 109, 110

changing case, 118, 119

changing the font format, 112, 114

copying formats, 117

formatting, 108

modifying the font size, 111, 112

removing, 66, 67

underlining text, 114, 115

using font effects, 116

Charts, 590

adding a chart title, 594, 595

changing the chart type, 596, 597

creating, 590, 592

creating from a table, 598, 599

editing the datasheet, 593, 594

importing data, 602, 603, 604

pasting data, 600, 601

Clip art

inserting, 488, 489, 490

Clip art images, 316, 317

Columns

adding, 283, 285

adding a line between columns, 360, 361

balancing columns, 362

changing spacing, 358, 359

changing the number of columns, 357, 358

changing width, 294, 295, 358, 359

creating, 354, 355

navigating, 356

selecting, 280

Commands

reversing/redoing, 74, 75

Comments, 732

deleting, 739, 740

inserting, 732, 733, 734

inserting comment text into the document, 736, 737

printing, 738, 739

viewing, 734, 735, 736

Copy, 71

Custom dictionary

adding words, 47

Cut, 69, 70, 71

Data source

adding data records, 394

adding fields, 372, 373, 397, 398

creating, 371, 372

deleting data records, 396

detaching, 414, 415

editing, 392, 393

entering records, 377, 378

external, 472, 473, 474, 475, 476, 477, 478

filtering records, 448, 449, 450, 451, 452

organizing, 375

removing fields, 374, 399, 400

renaming fields, 401, 402

saving, 376

sorting records, 402, 403

viewing, 379, 380, 381

Date

inserting, 232, 233

inserting the current, 196

Decimal tabs

setting, 158, 159

Document Map

viewing, 637, 638

Document views

accessing full-screen mode, 89

changing the magnification, 83, 84

switching between documents, 88

switching with the View buttons, 80, 81

switching with the View menu, 82, 83

Document window, 3

Document work area, 3

Documents

closing, 33, 34

creating, 34, 35

entering text, 35, 36

merging, 719, 720

opening, 24, 25

previewing, 94, 95

printing, 96, 97

printing multiple copies, 98, 99

printing the current page, 97, 98

renaming an existing, 37, 41

routing, 717, 718

saving new, 37, 38

Drag-and-drop, 72, 73, 74

Drawing objects, 330

adding a 3D effect, 580, 581

adding a 3-D effect, 338, 339, 340

adding a shadow, 579, 580

adding shading, 577, 578

aligning, 530, 531

changing a 3-D setting, 340, 341

changing the dash style, 348, 349

changing the fill color, 335, 336

changing the line color, 346, 347

changing the line style, 344, 345

creating, 331, 332, 333

filled, 330, 333

flipping, 528

grouping, 525

layering with text, 522, 523

lines, 342, 343, 344

moving, 533, 534

resizing, 337

rotating, 529, 530

selecting, 333, 334

selection handles, 337

sizing, 531, 532, 533

stacking, 523, 524

unfilled, 330, 333

ungrouping, 526, 527

Drawing toolbar

displaying/hiding, 330, 331

Envelopes

attaching a data source, 433, 434

creating, 432, 433

inserting merge fields, 436, 437

merging to a new document, 440, 441

printing, 100, 101, 102

selecting envelope options, 435, 436

Equation Editor, 610

creating an equation, 613, 614, 615

defining character styles, 615, 616

modifying items, 617, 618

starting, 610, 612, 613

Find and Replace

finding highlighted text, 776, 777, 778

First line

indenting, 169, 170

Footers

alternating, 198, 199, 200

creating, 192, 193

creating first page, 197, 198

current date, 196

inserting page numbers, 194, 195

Form letters

creating, 370, 371

Format Painter, 130, 131

using, 117

Formatting

using, 138

Grammar

checking as you type, 56

Grammar checker, 56, 58, 59, 60, 61

starting, 57

using the Change option, 60, 61

Grammar checker

using the Change option, 61

Grammatical rules

displaying, 58, 59

Graphics, 484

changing brightness, 322, 323, 324

changing colors, 320, 321, 322

changing contrast, 322, 323, 324

changing to black and white, 320, 321, 322

inserting clip art images, 316, 317

positioning, 319, 320

sizing, 318, 319

wrapping text around, 325, 326

Gridlines

displaying, 269, 270

Hanging indents

creating, 171

Headers

alternating, 198, 199, 200

creating, 192, 193

creating first page, 197, 198

current date, 196

inserting page numbers, 194, 195, 196

placing on all pages, 298, 299

Headers and footers

alternating, 625, 626, 627

Help, 221

Contents, 222, 223

Find, 226, 227, 228

Index, 224, 225

using, 220

viewing ScreenTips, 220, 221

Highlighting

finding highlighted text, 776, 777, 778

removing, 778, 779

text, 775, 776

Indent markers, 169, 170

Indexes

cross referencing entries, 669, 670

generating, 672, 673

marking main entries, 663, 664

marking subentries, 665, 666, 667

typing entries, 668

updating, 675, 676

using, 662

viewing the {INDEX} field code, 674, 675

Insert mode

using, 39

Insertion point, 26, 27

Keyboard

arrow keys, 27

moving, 27

Labels

attaching a data source, 421, 422

creating, 420, 421

inserting merge fields, 424, 425

merging to a new document, 426, 427

printing, 100, 101, 102

setting label options, 423, 424

Leader tabs

creating, 161, 162

Left indent

creating, 168, 169

Left-aligned tabs

setting, 155

Line spacing

modifying, 128, 129

Lines

changing the dash style, 348, 349

changing the line color, 346, 347

changing the line style, 344, 345

drawing, 342, 343, 344

Mail Merge, 366, 368, 369, 370, 420, 432, 462

checking for errors, 408, 409

modifying the main document, 408

setting View options, 366, 367, 368

Main document

restoring, 414, 415

Margins

setting, 141, 142

Master Document view

using, 762

Menu bar, 3

Menu commands

using the keyboard, 6, 7

using the mouse, 4, 5

Merge fields

formatting, 412, 413

inserting, 410

inserting into the main document, 381, 382, 383

removing from the main document, 411, 412

Merged data

previewing, 383, 384

Merging selected records, 446, 447

Merging to a new document, 385, 386

Merging to the printer, 387, 388

Microsoft Graph, 590

Mouse

scrolling, 26

Moving

using the keyboard, 27, 28

Nonprinting characters

hiding, 86, 87

viewing, 86, 87

Notes

browsing, 701, 702

converting, 706, 707

copying, 704

deleting, 705, 706

footnotes and endnotes, 692

inserting, 696, 697

moving, 702, 703

setting options, 692, 693, 694

viewing, 698, 699, 700

Numbered list

creating, 176, 177

Numbers

adding a numbered item, 180, 181

adding to text, 178, 179

clearing a numbered list, 181

deleting a numbered item, 179, 180

modifying, 187

Office Assistant, 3

balloon, 12

changing options, 17, 18

finding an answer, 14, 15

hiding, 19, 20

selecting an Assistant, 15, 16, 17

tips, 12

using, 12, 13

window, 12

Orientation

landscape, 143, 144

portrait, 143, 144

Overtype mode

using, 39, 40

Page breaks

inserting, 138, 139

removing, 140

Page numbers

inserting, 194, 195

Paper size

changing, 145, 146

Paragraph styles

applying, 131, 132

creating, 133, 134

deleting, 134, 135

Paragraphs

aligning, 124, 125

copying formats, 130, 131

hanging indent, 171

indenting first line, 169, 170

left indents, 168, 169

modifying, 126, 127

right indent, 172, 173

working with, 124

Paste, 69, 70, 71

Pictures

adding borders, 500, 501

adding to a text box, 547, 548

adjusting contrast and brightness, 496, 497

creating composite pictures, 554, 555

cropping, 513, 514, 515, 516

deleting, 494

formatting, 495, 496

inserting, 484, 485, 486, 487

inserting clip art, 488, 489, 490

linking, 492, 493

making a color transparent, 498, 499, 500

moving, 506, 507, 508, 509

pasting, 491

resetting, 516, 517

sizing, 510, 511, 512

Postal bar code

inserting, 438, 439

Previous and Next buttons, 3

Print Preview, 94, 95

Redo, 75

Repeat, 75

Right indent

creating, 172, 173

Right tabs

setting, 157, 158

Rows

adding, 283, 285

selecting, 279

Ruler

displaying, 85, 86

hiding, 85, 86

ScreenTips, 220, 221

Scroll bars, 3, 26

horizontal, 26

vertical, 26

Scrolling

scroll bars, 26

scroll box, 26

using the mouse, 26, 27

Section breaks

creating Odd/Even page breaks, 212, 213

inserting, 624, 625

inserting automatically, 214, 215

inserting Continuous, 211

inserting Next page, 206, 207

modifying, 216

removing, 213, 214

using, 206

Sections

formatting, 208, 209, 210

Select Browse Object button, 3

Shading

adding, 309, 310

removing, 311, 312

Shortcut keys

assigning, 238, 239

removing, 241

Shortcut menus, 4

Sorting, 453, 454

by multiple fields, 455, 456, 457

Special characters, 238, 239

inserting, 236, 237

Spelling

checking as you type, 46

disabling options, 48, 49

Spelling checker, 46

adding to the custom dictionary, 47

correcting words, 52, 53

ending, 55

starting, 50, 51

using Change options, 51, 52

using Ignore options, 53, 54

using the Undo button, 54, 55

Status bar, 3

Styles

storing text flow options, 629, 631

Subdocuments

collapsing, 765, 766

expanding, 765, 766

inserting, 763, 764

opening, 767

Summary information

entering, 632, 633, 634

inserting into the document, 634, 635, 636

Symbols

inserting, 234, 235

Tab stops, 154

Table AutoFormat

using, 267, 268

Table of authorities, 744

creating, 751, 752, 753

finding the next citation, 747, 748

marking citations, 745, 746

marking short citations, 750, 751

updating, 756, 757

viewing {TOA} field codes, 754, 755, 756

Table of contents, 644

generating, 644, 646

generating from {TC} fields, 656, 657

generating from document styles, 647, 648, 649

inserting {TC} field codes, 654, 655

updating, 652, 653

viewing the {TOC} field code, 650, 651, 652

Tables

adding blank lines, 266, 267

adding borders, 306, 307

adding rows/columns, 283, 285

changing cell options, 289, 291

changing column width, 294, 295

converting into text, 297, 298

converting text into, 272, 273

creating, 262, 263, 270, 271

deleting rows/columns, 296

displaying gridlines, 269, 270

entering text into, 265

merging cells, 286

navigating, 263, 264

placing headers on all pages, 298, 299

rotating text in cells, 287, 288, 289

selecting cells, 278

selecting columns, 280

selecting entire, 282, 283

selecting rows, 279

selecting text, 281

splitting cells, 293, 294

using Table AutoFormat, 267, 268

Tabs, 154

clearing all, 160

leader tabs, 161, 162

removing, 163

setting, 154

setting center, 156

setting decimal, 158, 159

setting left-aligned, 155

setting right-aligned, 157, 158

Templates

changing, 255, 256, 257

Text

copying with Copy and Paste, 71

copying with the mouse, 73, 74

deleting selected, 67, 68

highlighting, 775

moving with Cut and Paste, 69, 70

moving with the mouse, 72, 73

replacing selected, 68, 69

selecting, 30, 31, 32

Text boxes

changing text direction, 543, 544

drawing, 541, 542, 543

formatting, 545, 546

inserting pictures, 547, 548

Time

inserting, 232, 233

Toolbars

buttons, 3

displaying, 7, 8

hiding, 7, 8

Undo, 74, 75

Versions

opening, 726, 727

saving, 724, 725

Vertical alignment

changing, 147, 148

View buttons, 3

switching document views, 80

Watermarks

creating, 584, 585, 586

Windows

application, 3

document, 3

Word

exiting, 9

starting, 2, 3

WordArt, 560

creating, 560, 561, 562

editing, 564, 566

resizing, 563