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M S Word Intermediate , . . , v The English Center (Biznet) MS Word Intermediate Student book ) The English Center 1 . , " Course Objectives After completing this course, you will be able to: Apply, create and modify styles, . Create and format tables. . Format sections, Create and format columns. Create, view and edit an outline, Create envelopes, labels and faxes, . Work with internetlintranet documents and hyperlinks, 2 The English Center I. Usina Styles Unit Objectives In this unit, you will learn how to: . Apply styles, . Create styles, . Modify styles. . Apply a keyboard shortcut to a style. The English Center 3 Lesson: Using Styles Using Styles: A style is a stored set of formatting options that is given a name. For example. a style can include a specific font and font size, indents and spacing, A list of the available styles appears in the Style list on the Formatting toolbar. As a default, Word lists the following built-in styles in the Style list: Default Paragraph Font Heading 1 . Heading 2 . Heading 3 Normal. Normal is the default style automatically applied to all paragraphs until you apply another style. Types of Styles There are two types of general styles: . Character . Paragraph Character styles reflect character-formatting features, such as font, font size, and bolded and italicized text. Word distinguishes character styles from paragraph styles in the Style list by displaying an underlined letter a in the gray box to the right of each character style name. Paragraph styles control all aspects of a paragraph's appearance, such as alignment, spacing, tabs and borders, Paragraph styles can also include fonts, font size, and font attributes, such as bold, When you apply a paragraph style to text, any character style you previously applied remains intact. Word adds any additional attributes from the paragraph style to the character style, but does not overwrite existing attributes, Word distinguishes paragraph styles form character styles by displaying a paragraph mark (1J ) in the gray box to the right of the style name in the Style list. Built in Styles When you click on the arrow next to the Style box on the Formatting toolbar, Word displays the basic built-in styles you have available to every document you open using the Normal template. You can expand that list of styles to view all the built-in styles that come with Word by pressing the Shift key before you click on the arrow next to the Style box. Applying a Style You can apply styles to format newly typed text or existing text. You can apply styles using: The Formatting tool bar. . The Style commands on the Format menu. 4 The English Center Applying a Style Using the Formatting Toolbar: To apply a style using the Formatting toolbar, use the following steps: 1, Do one of the following: . Position the insertion point in the paragraph to which you want to apply a paragraph style. Or, . Select the text to which you want to apply a character style, 2. Click on the arrow next to the Style list on the Formatting toolbar. 3, Click on the style you want to apply. To remove a character style once it is applied, select the text and press the Ctrl/Spacebar keys or the Ctrl/ShiftlZ keys to return to the original style. Applying a Style Using the Style Command: To apply a style using the Style command, use the following steps: 1. Do one of the following: . Position the insertion point in the paragraph to which you want to apply a paragraph style. Or, - . Select the text to which you want to apply a character style, 2, Click on the Format menu and click on Style. Word displays the Style dialog box: (see figure below). 3. Do one of the following: . Click on the style you want to apply in the Styles list. , . If the style you want is not displayed in the list of styles, click on the category of styles you want from the List list, and click on the style you want in the Styles list. 4. Click on Apply. Word applies the selected style to the text or paragraph and closes the Style dialog box. .......''''"''.~ i"6'~rra"'i'"- "-"'-'~ir:---;;7'i",~E"\~~ -'ci)~I--" -&l...dt~!&i#tsI~m:%lliIT-;;;L;L(ifJtiY:Y;;:ii;;di:i';i':;(,~\,'jE)r:':" ->'~'<~..?5l 2iI ......:---:;~.~;;",,:;;;;.,--:---12--_''''-I'I--Jm_il''':;~-.--iiii r=i~, ~:iij--tii':':"'~. ,. , I' .,.,. l . . , . . . . ) , . . . ~ . . . . . . . <- L""" ~:rl1B%~t; ..1.l.lSl ~: .~ . lIUstlllA:K5 .Usl;~ .UstCorA:*'UlZ .Usl:~3 .Usl:~4 'IW~S .~- .Ust~l .Ust.~' .Ust~4 .Ust~S . r~~~~~- I J 1= """:.:~~~ ~'~m. -i ~,.r-'---'--" ..t;f~~=.~~~~~fUh . --- ~ Qr~... lPN.,. I ,~...". ~ II,c.o<;<<if "~~I----~i-----"'-"'iTi" riot'i',;," (,_ - -cJ-"~''---''fkf::;-firr.''f:::i'p;: r---"""- rn.-".,-- _~.-tHi~.,~'!I:I~p~,(... Ul('lOGoalrnentZ~MIcr,"",,- The English Center :~.:t:acii""12'51f'M 5 Lesson: Creating a Style Word allows you to create your own styles, You can create both character and paragraph styles, To create a paragraph style, you can use either the Style command or the Style list on the Formatting toolbar. However, to create a character style, you must use the Style command, Creating a Style Using the Style Command: To create a style using the Style command, use the following steps: 1, Click on the Format menu, and click on Style. 2, Click on New. Word displays the New Style dialog box, 3. Type a name for the style in the Name box, 4, Click on the type of style you want to create from the Style type list. 5, If you do not want to base the new style on the style of the current paragraph, click on another style form the Based on list. 6, To avoid applying the new style to a paragraph typed after the current paragraph, click on a style for that paragraph from the Style for following paragraph list. 7. Click on Format.8. Select the formatting you want to add to your style, Word displays the dialog box for the formatting option you selected, 9. Select the format changes you want to make and click on OK. 10, Continue applying the formats you want to your new style, 11, If you want to use this style in other documents, click on Add to template, 12, Click on OK. Word adds the new style to the Styles list in the Style dialog box, 13, Do one of the following: . Click on Apply to apply the style to the current paragraph or selected text. . Click on Close to close the Style dialog box without applying the style. (See figure on next page), Creating a Style Using the Formatting Toolbar: Use the following steps: 1. Apply the formatting to the paragraph you want to use to create the new style. 2, Position the insertion point in the paragraph you have formatted. 3. Click in the Style box on the Formatting tool bar. 4. Type in the name you want to give the new style and press the Enter key, Word adds the new style to the list in the Style list. 6 The English Center ~2'J _'51 ~r&'tdtlll~ rAi.t""'~~<! Nor..... . llfl"le';_Poman _ 11. D .r U . :til. l~: . ~ ' . . ~ . . ..... "'S" ..I.I2'J .IJ2<1 -.,....""-'"..""-P........___lo_ .._"'......--~---..- .._t.......__.~..~..___ ----....... ~ \JOt, ~+ r-o;;; or; cflnCelll~. Shortcutt#y... $C(l \/1 '--fAr'j"'- "'\j,{' ..c;;{t~.[f,,_'crfi,';:r:>t. C:-.;:., _-Ii. ~ e o.:a1~t~~[,. IllI!lD<K~.~- :$~bT~- 1:0'lJ'M Lesson: Modifying a Sty~ There are two ways you can modify a style: . Using example text . Using the Style command Modifying a Style Using Example Text: To modify a style using example text, use the following steps: 1. Do one of the following: . Select the paragraph formatting in the paragraph style you want to modify. . Select the characters formatted with the character style you want to modify, Word displays the name of the style applied to the selected text in the Style box on the Formatting tool bar. 2, Do one of the following: . Use the buttons on the Formatting tool bar to change the format of the style, . Use the commands on the Format menu to change the format of the style, 3, Click in the Style box and press the Enter key. Word displays the Modify style dialog box. 4. Click on OK. Word modifies the selected style. The English Cenler 7 Modifying a Style Using the Style Command: Use the following steps: 1. Click on the Format menu and click on Style. Word displays the Style dialog box, 2, Click on the name of the style you want to modify in the Styles list. 3, Click on Modify. Word displays the Modify Style dialog box. 4. Click on Format. S, Select the formatting you want to change, Word displays the dialog box for the formatting option you selected, 6, Make the formatting changes you want. 7. Click on OK to redefine the style. Word closes the current dialog box and returns to the Modify Style dialog box. 8, If you want to add the style to the template, click on Add to template. 9. Click on OK. Word returns to the Style dialog box, 10. Click on Close. Word closes the Style dialog box and updates any text in the modified style in the current document. In normal view, you can display a style area down the left side of the margin in which you can display each paragraph's style: Change to Normal view, click on the Tools menu, click on Options, click on the View tab if it is not already selected, use the arrows to the right of the Style area width box to increase the width of the style area or type in the size area you want in inches, and click on OK. ~!hlll"'~"Wl':'J"'"{l~ ' ,,-"f rn ~Rj11t~E?ill\i1':~;:H;';:'!:>,::<}L':::': ~~<, .:M.L~.l i~;~~';~'~:~I~ :~oo..~,:.ffJ-~n.;'-;"~":',r";'~~.:;':IB'IiilrliJe'i=i'l~i~?iij~''. .. ;-~ ..1119 ..1119 1HIHMdi'l91 'H 1H~4r<; :~I'~ ;~-I' ..' : ,.....:.. IH '~. s.mpIe T~ TeIltSamplIl TeatS4mp6e :~ ~~.''''!-~~~~~~~ . H ~. -:-..,..------.---.--.--------:---------~'-:- LiSt: flt:JrlMI + Fort: AIW,16.pt, 8oId,Kemtt16pt, Specebef<<e.l2pt ~ 4Ittr3pt,KMpwdlr,pt. level I ~i'",(\;X I:';i'!.;t_lpj-. ~,fol:r~pw:~.,n, .::J I '"""" .::J .::J ~ r &0<;'"'7 <6<0 {=r.::."", ~ e.../lllh... tabli... -,.. r..~... fte". -,,, J . -iji'" -.. i~f'( r:;;' ~-x," I;;vi. r~ _.....1 :;Dfjl',;l'[Iii""...",--,[..,II~.............-- <i (!l,!1(1 "S IV< 8 The English Center Lesson: Assigning a Kevboard Shortcut to a Style Often, you will find yourself needing the same styles again and again, By assigning a shortcut key to a style, you can quickly format text with a keystroke, Use the following steps: 1. Click on the Format menu and click on Style. Word displays the Style dialog box, 2. Click on the name of the style to which you want to assign a shortcut key from the Styles list. 3, Click on Modify. Word displays the Modify Style dialog box. 4. Click on Shortcut Key. Word displays the Customize Keyboard dialog box, 5. Press the key(s) you want to assign to the style in the Press new shortcut key box, 6. Click on ~~sign. Word assigns the shortcut key to the selected style, 7. Click on Close. Word returns to the Modify Style dialog box. 8. Click on OK. Word returns to the Style dialog box, 9. Click on Close. Word closes the Style dialog box, ~~':i1~~(:"':(f6i~~-:~~i(;;;;".'" r;:,. ,., .' \., 2' .J... .....",. " m:dili~lk~mffiJft\0gUlkm:,viITkiH!ijfdjiIT;;&i;ink%h,', .s. . . "P'I: F))" ~ 'ttt ~~ 2<J " .. j .Ti"""_P,,,""""_IZ_ ~ L ~ it~i <<.. <<.., ~~~,E:: I, ...'~"'''''''<=''';'~:' .Usta.Aet~..~ .... ~~~ T~ ~ ',::;" '-' t.UstC.w:n. -. =: ~, 'AI~ ~Il'i/Ie ~ l~ ,"'r"':'~"rr!i, j>,ara,gr~.~ ~~1 .1)~1 .. ~1J!1,\I.l-K', ..!.IE ""'" ..... .:::J r-a<tdtot~ I!'t~:~~~.,.,.,.i ..... ~'~t<): ,- r<<t;I:8""" ~.'" .:::J "" I~~:'~'-'~~~;'~:';~;~:;:". ! 5a~~'"': .~~~ .......~...........____"_,_^ j .INonMl .:::J ..3. [1taqe:r".'---:-so.;::'11/1 . [AI;" "j'"'-_----nGl-'7--"n.""Cd":j""' rr;:~- !T'i'i;:- f:;'f' -. loW' 1 -. ........\!I rlIl II ~ n a__,[". 11'1...........,...........- J :'4:'~J!r.b IO,OS AM The English Center 9 Unit Performance Lab You are working on a document that will serve as an orientation for new clients, and you want to enhance the appearance of the document by applying styles. Open the practice file Orientation and complete the following exercises. Save the document as My Orientation and close it when you are finished. 1, Assign the following shortcut keys to the Heading 1 style: AIt/H. Use the shortcut keys to apply the Heading 1 style to the Introduction and Facilities headings. 2. Use the Formatting toolbar to apply the Heading 1 style to the following headings: 1, Menus 2, Contract Agreement 3, Recommended Vendors 3, Modify the Heading 1 style so that it is centered, 4. Format the menu items, beginning with Menu #1 and ending with German Chocolate Cake, using the Book Antigua Bold, Italic, size 12 font. Use this formatted text as the basis for a new style called Menu. Use the Style box on the Formatting toolbar to name the style, 10 The English Center Performance Lab Answers 1, Click on the Format menu and click on Style, Click on Heading 1 in the Styles list. Click on Modify. Click on Shortcut Key. Press the AltIH keys in the Press new shortcut key box, Click on Assign. Click on Close. Click on OK. Click on Close. Position the insertion point in the Introduction heading, Press the AltIH keys. Position the insertion point in the Facilities heading, Press the AltIH keys, 2. Position the insertion point in the Menus heading. Click on Heading 1 from the Style list. Position the insertion point in the Contract Agreement heading. Click on Heading 1 from the Style list. Position the insertion point in the Recommended Vendors headings, Click on the Style box arrow and click on Heading 1, 3. Click on the Format menu and click on Style. Click on Heading 1 in the Styles list. Click on Modify. Click on Format. Click on Paragraph. Click on Centered in the Alignment list. Click on OK. Click on OK. Click on Close. The English Center 11 II: Workina with Tables Unit Objectives In this unit, you will learn how to: . Create a Table, . Insert, delete, move and copy rows and columns in a table, . Modify a table. 12 The English Center Lesson: Creating a Table A table contains intersecting columns and rows of information, The columns run vertically and usually represent specific categories of information, such as prices, and the rows run horizontally and usually contain information for a particular item, such as a product. The intersection of a column and a row is called a cell, You enter data in cells, To create a table, use the following steps: 1, Position the insertion point where you want the table to begin, 2. Click on the Insert Table button on the Standard toolbar. Word displays the Table grid. The boxes on the Table grid represent columns and rows, 3. Move the mouse pointer to the upper left corner of the grid. 4. Hold down,the mouse button, drag the mouse pointer to highlight the number of rows and columns you want to include, and release the mouse button. Word places the table in your document. You can also insert a table by selecting the Table menu ancJ:selecting the Insert table, specifying the number of rows and columns you want, and clicking on OK, l1li... .".. ~.....",,,,,,....,..I"'}fiT7. ]fjol c.6t ~/(I$ii:rt ~ 1001$ T~ ~ t:!*o 1()-"';"".<iil"I~-ri~~Iilt;~IIil.~"L";";;;:l~ j:NofIlWll . TlmcsNlwoRonI.7l .12 . is r uffii"w !Mifllr~JID~!ffijjjJ0'<j'; -=..1m29 C~li . .. <J' .. .). ..~ ~ III .~4 ~Pllglll'l - -^~Ut' if I' ,. i'Aimi:r.-..--tSi--5'^'Cdj-'-~- (!ii:::' IT,,;' ~-'~_. '.'ar"' !llIlst-I' :>l S <$> 1lllI---,[,.. IIl!lD.'.........'-- J ;{'~~Q., IO:18AM The English Center 13 Deleting a Table: To delete a table, you select it and press the Delete key, Be certain that you select the space that appears below the last row in the table. If you only select all of the cells and press the Delete key, you will delete the data in the table, but leave the table itself intact. Entering Information in a Table: Once you create the table, you are ready to enter information in the cells, Word positions the insertion point in the first cell of the table. You can enter the information for your table, To enter text into a table, you must be able to navigate within the table, The table navigation keys are: . Enter - creates a new paragraph in the cell. . Tab - moves to the next cell in the table, . ShiWTab - moves to the previous cell in a table. . Tab (at the end of the last row in a table) - adds a new row to the end of the table, . Right arrowlleft arrow - moves to the next or previous character. If there are no characters in the cell or if you are on the last character inthe cell, the right arrow key moves to the next cell. If you are before the first character, the left arrow key moves to the previous cell. . Up arrow/down arrow - moves to the previous or next row in the table, . Ctrlltab - inserts an actual tab in the information in the cell. If you want to insert information above a table when the table occupies the first line of a document, press the Ctrl/Home keys to move to the beginning of the first cell and press the Enter key. Lesson: ,Modifying Rows and Columns Inserting Rows and Columns: If you want to add a row at the end of the table, you can position the insertion point at the end of the last row and press the Tab key. If you want to add rows between existing rows, you need to insert the number of rows you want. When you created a table, you used the Insert table button on the Standard toolbar. The function of this button changes depending on what you have selected in the table. For example: (See figure on next page). . If you position the insertion point in a cell or select an entire row, the button becomes the Insert Rows button, . If you select and entire column of information, the button becomes the Insert Columns button, . If you select a cell the button becomes the Insert Cells button, 14 The English Center Selecting an Entire Column or Row: To select an entire column or row, use the following steps: Move the mouse pointer to the top of a column or the beginning or a row, depending on which you want to select (outside the table!). If you are selecting a column, the mouse pointer becomes a black downward pointing arrow, If you are selecting a row, the mouse pointer becomes a white arrow that leans to the right. If you are selecting a row, make sure you click just to the left of the first cell in the row (outside the table!), If you click in the first cell, you will select the first cell only, QDocumcntb MKfOsoft Word ~ '-,,",~ h :;;^9;::" " M~isb1jjn,'~~ ___.u__._,~_.______. _.""._^.__~ !EIo~"'~___T*","""""" T D .~.... .~ ! .9 ~'~r-i"~!.4T;;;-=-~>-:'ri\1~Ji ,n.eIIS;lIl';oo.;;'-:-a):' ._~_.__"_".__._.___.~."."."_..._._..._.,_.,.."."."___00""''''''''''''-'":,'''_'' ,..,...... -.,,;1 ...__..-_..:,.-.'..'.' :~ .. lltl'OeSNe....RorMn. 12 .: B I IlII._ . ~ijr:,O.'. J.... ! ' ,P . JnsertRowf '. . " .""' L~'l ...,." I""'" 21-..... 3.' I....'.. I .. S. -.,... BljE..[dt:~..InsOrt.~rMt, tools T4>le~~ fu N..~Q~T~~~.~~~ti.~.u;i~[fliJ...,~I~:r6::..i~:[ . Accountm . . "J' . I . . . 2&'1' . . . J 15!. . . . . . 4 . . . 'iii' . S . . Accountin A lic . Accountin lie 8...,.., ~.._~...'''',''.",'. ounti lie .J'~.~~"_~r:::ffII.~~-:~~~~:,~~:,n:~:_.-~,,:~..:~_.,...~....~._'.-~w. 1- . r__-..... 12.: 8 I Il "~-. 'E r~-.::.f.- ~i~ '6. -t.:.... :-'<:e' . . ,I' 7&1- .. .} D. . , . ,S' ~. - ..'f"" -~;%yJJtiW)iij;jf;;C - ~ d!!J~ 2<1 Jm:{ ...4. j Jj!Ilg_,:Oi!Ik" """.!J .!J ~ Business Technology Education Programs C.un.m BaJ0100 B010100-Al B010100,A2 B010tOOA) Cftti{.U,te ocr ).(;~O CIerl<. c II. ':!I ',~ lp.1 sect _.....liJ~ 110 i II. ~ ~ -PiiiQIll 5lic1 1III"""J.::ill fj, 'II ,. '2 ~ ~I Soot I .'~l1i'~-fiif-:f..'..-.---u:;-r-'c.7I"'ir fo:! ,_,I _stMl:;~..O ,II~-.[".Ill[)~-.....-.-l- I J III ~f~a.r II~"'" The English Center 15 Inserting Columns: To add columns, use the following steps: 1. Select the column that is to the right of the position in which you want to insert the new column, If you want to insert more than one column, select the same number of columns in the table as the number you want to insert, 2. Click on the Insert Columns button on the Standard tool bar. Word inserts the number of columns you specified to the left of the selected column(s), You can also insert a column after selecting an existing column by right clicking on the selected column and clicking on Insert Columns. To insert a column at the end of the table. click the mouse button to position the insertion point just outside of the table, select the Table menu, select Column, and then click on the Insert CoJumns button, Inserting Rows: If you want to add a row to the end of the table, you can move to the last cell in the table and press the Tab key. To insert a row in a table, use the f9110wing steps: 1. Select the row that is below the position in which you want to insert the new row. 2, Click on the Insert Rows button. Word inserts the number of rows you specified above the selected row(s) , You can also insert a row after selecting an existing row by right clicking on the selected row and clicking on Insert Rows. If you want to create a title for your table, select the first row of the table or insert a row if an empty one is not available. click on the Table menu, and click on Merge Cells. Deleting Rows and Columns: You can delete and entire row or column in a table. including any text within the row or column, Use the following steps: 1. Select the row(s) or column(s) you want to delete, Make sure the row(s) or column(s) do not contain any information you want to keep, 2. Right-click on the selected row(s) or column(s). 3. Click on Delete Rows or Delete Columns. Word deletes the selected row(s) or column(s). You can also delete rows and columns by selecting them and then clicking on Delete Rows or Delete Columns from the Table menu, Moving Rows or Columns: When you move a row or column, Word also moves any text within the row or column, Use the following steps: 1. Select the row(s) or column(s) that you want to move. 2, Position the mouse pointer on the row or column you selected. The mouse pointer becomes a left pointing arrow. 16 The English Center You must position the insertion point in the first column in the table when you move a row, Otherwise, the information replaces existing information. 3, Press and hold the left mouse button as you drag the row(s) or column(s) to the new location, 4. Release the mouse button, Word moves the row(s) or column(s) and their contents to the new location, Copying Rows or Columns: You can copy rows or columns in a table, including any text you have entered into the columns. If you copy a row or column, the original row or column remains unchanged, Use the following steps: 1. Select the row(s) or column(s) that you want to copy. 2. Position the mouse pointer on the right side of any text or data in the row or column you selected. The mouse pointer becomes a left pointing arrow. 3. Press and hold the Ctrl key, press the left mouse button, and drag the rows(s) or column(s) to the new location, You must position the insertion point in the first column in the table when you copy a row. Otherwise, the information replaces existing information. 4. Release the mouse button and the Ctrl key. Word copies the row(s) or column(s) and their contents to the new location. Changing the Column Width: You may change the column width using the mouse or the Cell Height and Width dialog box. A. Using the Mouse to Change the Column Width - Use the following steps: 1. (See figure on next page) Move the mouse pointer to the vertical line to the right of the column whose width you want to change, The vertical line is also called the column boundary. The mouse pointer becomes a vertical line with two horizontal arrows. 2. Press and hold the left mouse button, drag the column boundary to the new width, and release the mouse button. Word changes the width of the column. B. Using the Table Properties Dialog Box - Use the following steps: 1. (See figure on next page) Place the insertion point in the column whose width you want to change. 2. Click on the Table menu and click on Table Properties Width. Word displays the Table Properties dialog box. 3. Click on the Column tab if it is not already selected. Word displays the column options in the Table Properties dialog box. 4. In the Preferred Column box, enter the exact width for the column. You can either manually enter the information or use the arrows to increase or decrease the number. 5. Go to Table tab, Options, select Default Cell Spacing (Allow Spacing between Cells) and enter the amount of distance you want between the texts of the columns If you also want to set the column width to fit the contents of the column, still on the Table Options dialog box, select Automatically resize to fit contents, When you The English Center 17 finish setting the column width, click OK. Word returns to your document and makes the adjustments to the table, To make columns the same width, select the columns, width on the Table menu, Auto Fit and click on Distribute Columns Evenly. Note: Word 97 1, Place the insertion point in the column whose width you want to change, 2, Click on the Table menu and click on Cell Height and Width. Word displays the Table Properties dialog box, 3, Click on the Column tab if it is not already selected. Word displays the column options in the Cell Height and Width dialog box. 4, In the Width of column box, enter the exact width for the column, 5, In the Sp<!ce between columns box, enter the amount of distance you want between the texts of the columns. If you want to set the width for additional columns, select either Previous Column or Next Column. If you want to set the column width to fit the contents of the column, click on Auto Fit. 6, When you finish setting the column width click on OK. : , j fl. .dot _ In>ert _ 1001, Tobie ndow tjelp -TD'~'iii~]:i"~'i:iT~',""" <J 1 ",..-~, .1 i'EifCi"GiJ .i"j:i}illj -1i >5% JNormal ... rwnesNewRoman ~ 12 9"T.. I-^~-iI.TIi-i!:r"r:.I.._...~~~!r;.".; ."""\.'."'~"""'3 1""'" I [oW (1) ., A $ize.----- COlumn 1: po P<eI.....-!,,;dth I',os" :ti .... ~ _."IInd= "."ErevioltsColunTl Next cokJmn". Column boundary "" ,\ l:t .(t 1.....-. " ..... DO Ia!I 4 1111 ~ . ..!. ~'==~E . ., .1 ! Pat;le 1 See 1 1/1 'AI: 1- In t CoI 1 fRf.C ~ "jD1"fO\iR" rar- ~ ". l!lIl.....11J ~ G 0 Ii II!TIW""'971nt.,,".di...,ppt Il~Oocument2''-''''_ f.8l' 9,11 PM 18 The English Center ~29 , 29, .:::I Changing Row Height: You can change the row height using either the vertical ruler in Print Layout view or the Cell Height and Width dialog box, A) Using the Vertical Ruler - use the following steps: 1. In Print Layout view, Word displays the vertical ruler. 2. Move the mouse pointer to the horizontal line, called a row mark, below the row you want to adjust. The mouse pointer becomes a two-headed arrow, 3. Press and hold the left mouse button, drag the mouse pointer to the new row height, and release the mouse button, B) Using the Table Properties Dialog Box - use the following steps: 1. Do one of the following: . If you want to change a single row, select a cell in the row. . Select the row(s) whose row height you want to change. 2. Click on the Table menu and click on Table Properties.: Word displays the Table Properties dialog box. 3, Click on the Row tab if it is not already selected, Word displays the row options in the dialog box: 4. Click on the Specify Height. 5. Select one of the following options: . At least - allows you to specify a minimum value for the 'row height. . Exactly - allows you to specify the exact height of the row, 6. If you select At least or Exactly, enter the information or use the arrows to increase or decrease the number, in the Specify Height box. Note: You will want to clear the Allow row to break across pages option. If this option is selected, Word may split text in a single cell that runs to two fines between two pages, 7. Click on OK. Lesson: fYIodifyif19 anstFoq:natting a 1.@1!2 Changing Table Alignment: By default Word places the table at the left margin, to change the alignment, use the following steps: 1. Do one of the following: . Select the row(s) whose alignment you want to change. . If you want to change the entire table's alignment, click in any cell. If you do not select a row, Word changes the alignment for the entire table. 2. Click on the (See figure on next page) Table menu and click on Table Properties. 3. Click on the Table tab if it is not already selected, Word displays the row information in the dialog box. 4. If you want to indent the table from the left margin, specify the number of inches you want to indent the table in the Indent from left box. If you want to center or right-align the table, click on either Center or Right under Alignment. 5. Click on OK. Word re-aligns the table. The English Center 19 Note: Word 97 1. 00 one of the following: . Select the row(s) whose alignment you want to change, . If you want to change the entire table's alignment, click in any cell, If you do not select a row, Word changes the alignment for the entire table, 2, Click on the Table menu and click on Cell Height and Width. Word displays the Cell Height and Width dialog box. 3, Click on the Row tab if it is not already selected, Word displays the row information in the dialog box, 4, If you want to indent the table from the left margin, specify the number of inches you want to indent the table in the Indent from left box. If you want to center or right-align the table, click on either Center or Right under Alignment. 5. Click on OK. Word re-aligns the table. ., " ':I~@ J [Ie ~dit ~iew I"'"" F,,,,,,,, 1""" TjlbIe tle\o 29 'To-'~"1iiI ~T.i-I1i.-i5-'! J, ' ' ,- <iJ I'''''' .~~'~Ti.tEDrl:i1lii:iji:lE5-ll';S~"':ijj~r'-"----"~ "'-"'_..._'-'-',...._""~,-,..,..,-,----'-----"-~_..,_..,---,,-,--~--,-",..--_..;:J jN",,,,", - TI_NewRoman - 12 -ID .T l! ([iT. 'IIll!ii Ir= t= "1'= ~IrOJ-.iI' -A.-_I ..1.f~I.' '4'" I" .~ tP>e llround P')Sit\i.)t!ing".1 Siie . - ,-. .,~-,---,-c----:-'---~-o-~_.~---~.~._-~. r Preferred ,,;.;th, ID" :i:J t:l!>e<UI"o."llr€h<' .:J ~ --~'--'-"-'" ~fi: ~ (rdent ((om left: II" :i:J Loft '-enter RIo!t Te:rtwr~ ~---'-- [if fir ll9r_andShadirQ... I Qptloo.... I OK c.nceI I .ca ::i ii(" J 01:"'- ~ Gi 14<o~ - " 'd;J Oil 4 IE I ~ . .t:-A. - s ~ E .., -I J Pogo I See I 1/1 IAt 1.1- t.n 3 0>1 I fREc [f;iK J5if IOVR rm- r-- 1lIl~111 m/l!j~1J ~Wo<<\97~.'I>l*.Il~_.....-2--- I~ ':18PM 20 The English Cenler Rotating Text in a Table: When, the title you give to a column takes up more space than the information contained in the column, The result is a wide column that wastes space, You can change the orientation of text in a cell to save space. To change the orientation of text in a table, use the following steps: 1, Select the cell(s) in which you want to rotate text. 2. Click on the Format menu and click on Text Direction. Word displays the Text Direction - Table Cell dialog box, 3. Under Orientation click on the orientation you want. Word displays a preview of the text in the new orientation. 4. Click on OK. Word changes the orientation of the text in the cell and returns you to your document. Drawing a Table: You can draw a table, establishing the width and height of cells as you create it. Use the following steps: 1. Click on the Tables and Borders button on the Standard tool bar. Word displays the Tables and Borders toolbar, and the mouse pointer turns into a pencil. 2. Use the pencil to draw the exterior outline of your table by dragging to create the rectangular shape and releasing the mouse button. 3, Use the pencil to draw vertical lines for your columns or individual cells by clicking the mouse button, dragging the mouse, and releasing the mouse button. 4, Use the pencil to draw horizontal lines for your rows or individual cells by clicking the mouse button, dragging the mouse, and releasing the mouse button, 5, When you are ready to enter text or data into the table, press the Esc key. The pointer changes back to the normal mouse pointer. Adding Borders and Shading to a Table: You can add borders and shading to emphasize particular parts of your table. Use the following steps: 1. Select the columns, rows or cells you want to format. 2. Click on the Tables and Borders button on the Standard tool bar. Word displays the Tables and Borders tool bar. Choose from the options: . Draw Table - allows you to draw a table using the mouse. . Eraser - allows you to erase the individual lines in a table. . Line Style - allows you to select the line style for each border. . Line Weight - allows you to choose the weight (thickness) of each border. . Border Color - allows you to choose the color of each border. . Border Indicator and Border Selector - indicates the type of border in the current cell(s) and allows you to choose the border. . Shading Color Indicator and Shading Color Selector - indicates the border color and allows you to choose the border color. . Merge Cells - allows you to merge tow or more selected cells, . Split Cells - allows you to split a single cell into two or more cells, . Align - aligns text in the current or selected cell(s), The English Center 21 . Distribute Rows Evenly - re proportions all selected rows so they are the same height. . Distribute Columns Evenly - re proportions all selected columns so they are the same width, . Table Auto Format - opens the Table Auto Format dialog box, which allows you to select from many established table formats, . Change Text Orientation - places text in the current or selected cell (s) along a vertical baseline, Sort Ascending - performs an ascending sort on text in selected cells. . Sort Descending - performs a descending sort on text in selected cells, . AutoSum - sums numbers in all of the cells above the insertion point and inserts the total. Auto Forma~ing a Table: To quickly format a table. use the following steps: 1, Position the insertion point within the table you want to format. 2. Click on the Table menu and click on Table AutoForma~. Word displays the Table AutoFormat dialog box. 3, Click on a format from the Formats list. Word displays a preview of the format in the Preview box, 4, Under Formats to apply, Word displays an X next to the attributes that are applied to all of the formats. If you want to remove an attribute from all of the formats. click on the attribute. 5. Do one of the following: . If it is not already selected, select the partes) of the table to which you want to apply special formatting under Apply special format to. . Clear the partes) of the table to which you do not want to apply special formatting under Apply special formats to. Word displays the changes in the Preview box. 6, Click on OK, Word applies the format to the table. I!I!t...".""''"'''.....,..;.H....lml..d,JW.~t~ .J~___. i"r'/%%_~A,~iii:';l!J:H}jj!l;iifi;;;;i7 [f6~-~~-ii~1'f*t.i<11;;;;~;~:"~Eil'Cliii..~rfici1r" ".,. . l1) -" "_......0,...""""",,, ,'"""..,"...,_".."" ,L........, ,..,'"'....._......_....." " "" " "",'. 1- .T_...."'~.".IJJ r IIlf,;,;:-,.-)I=;,",,,,,,,,,;i3-,.I>.--' G;J _. ......lm;J ~; ',:' ...IJ2!l (~) . I -, ~2 _3 O&SSi.:1 a..<< , a..<>< 3 a..<>< , <""""-', .::J '0 Jan Fet) Ma,. Total ~~~ West (, - -.', 7-~ 17- ~- So,;ti,:: :- -1:. ~ :z ~- Total -21~--1f~::1frJ-- 111 p- J;7...EPf';t I;JCpIoIr F:7-~ , j;1-~"dinQt9"f$ PA'~o;Qlo.nn. r_~n:w. Ilutcol\,rTw"l I OK C-.cel 10<-- r. (;)1'"".,,--" ,ooliill<tlLmI.e....L,-A,."""""".j[1.[ lpaoe t See t - l/1 ;At 1.6" to t - CO! J fPi7C:' Jffi."" 1i!7.r ~ r-m.- r- -"...111:!tl te,o;, 'J I\!!l-..,.............,pp< 1l~00........-.<3.............". ~-~-----'~O:;;f'M 22 The English Center Unit Performance Lab You are a manager at Pacific Caterers, and you have just been hired to cater a party, You are going to use what you have learned about the Table feature in Word to respond to your client's request for information. 1, Open a new document and create a table that has 3 columns and 6 rows. 2, Enter the fOllowing information in the table. Appetizers Serves Price Baked Brie with Fruit 25 15.50 Smoked Salmon 30 29.90 7 -Laver Southwestern Dip 20 19.60 Crab Dip with French 25 23,00 Bread Oysters on the Half Shell 25 . 45,00 When you are finished, close the document and save it as My Appetizers. 3, Open the file Soups, Use the mouse to decrease the width of the Serves and Price columns to better fit their contents. 4. Insert two additional rows at the end of the table. 5, Enter the following information into the two new rows: Soups Serves Price Garden Vegetable 35 27.00 Southwestern Noodle 20 23.50 6. Enhance the appearance of the table using the Colorful 2 format. If it is not already selected, also apply the Color format. When you are finished, close the document and save it as My Soups. 7. Create the table shown below: The English Center 23 Performance Lab Answers 1, In a new document, click on the Insert Table button on the Standard toolbar. Press and hold the mouse button as you move the mouse pointer to select 3 columns and 6 rows on the grid, and release the mouse button, 2. Type the following information, pressing the Tab key to move from cell to cell: Appetizer Serves Price Baked Brie with Fruit 25 15.50 Smoked Salmon 30 29,90 7 -Layer Southwester Dip 20 19.60 Crab Dip with French 25 23,00 Bread' Oysters on the Half Shell 25 45,00 Close the document and save it as My Appetizers.' 3, In the Soups document, double-click on the column boundary to the right of the Serves column. Double-click on the column boundary to the right of the Price column, 4. Click just outside the last cell in the table's last row. Click on the Insert Rows button on the Standard toolbar twice. 5, Enter the following information, pressing the Tab key to move from cell to cell: Garden Vegetable Southwestern Noodle 35 20 27.00 23,50 6, Click on the Table menu and click on Table AutoFormat. In the Formats list, click on Colorful 2. Under Formats to apply, click on Color if it is not already selected. Click OK. 7. Create a table with three columns and four rows. In the first row, enter Question, Yes, and No, Format the table so double lines surround the entire table. Rotate the text in the first row so that the text has a vertical baseline, Add a dark gray shading to the first row and change the color of the text to white so that it will be legible against the dark background. 24 The English Center III. Formattina Sections Unit Objectives In this unit, you will learn how to: . Insert section breaks . Modify the page setup, headers and footers, and page numbering for sections. The English Cenler 25 Lesson: Workina with Section Breaks This features allows you to: . Vertically align sections of your document. . Use different headers and footers in each section, Renumber pages in different sections, Use a separate numbering format for different sections. Change the paper size, page orientation, and margins for each section, Inserting Section Breaks: Before you can use any of the section features, you must insert section breaks into your document. Use the following steps: 1, Place the insertion point where you want the new section to begin, 2. Click on the Insert menu and click on Break. Word displays the Break dialog box including: . Page Break - inserts a manual page break at the insertion point. . Column Break - inserts a column break at the insertion point. . Text Wrapping Text - inserts a break that will wrap text at the insertion point. In addition to these breaks, Word also presents four different options for a section break: . Next page- inserts a section break so that the first paragraph of the new section begins at the top of the next page, leaving part of the previous page blank. . Continuous - inserts the section break so that the first paragraph of the new section follows immediately after the last paragraph of the previous section, . Even Page - inserts the section break so that the first paragraph of the new section moves to the top of the next even-numbered page. . Odd Page - inserts the section break so that the first paragraph of the new section moves to the top of the next odd-numbered page. 3. Click on the desired section break. 4. Click on OK. Word inserts the section break. If you are in Normal view, Word displays each section break as a double dotted line with the words Section Break in the center with a description indicating the type of section break you inserted. Lesson: Modifying \be Page Set!lQ for Section~ Once you have divided your document into sections, you can change the margins, page size, and page layout for individual sections without affecting other sections. Changing the Margins for a Section: Use the following steps: 1. Place the insertion point in the section you want to change, 2. Click on the File menu and click on Page Setup. Word displays the Page Setup dialog box, 3. If it is not already selected, click on the Margins tab. Word displays the margin options in the dialog box. 4, Edit the Top, Bottom, Left and Right margins as necessary for the section. 26 The English Center If necessary, edit the Gutter setting, which establishes extra space to the left margin if the Mirror margins option is cleared and extra space to the inside margins if the Mirror margins option is selected, Or, you could also select the option 2 pages per sheet. If necessary, edit the From edge settings for Header and Footer settings, Notice that Word automatically selects This section in the Apply to list. 5. When you finish editing the margins, click on OK. , , I .:1 J tie dt y;ew Inse<t F"""", 1001$ T ~ !/i1ndoW tie\:! D~ IililIiil i ~H~ ~ I J(, \Ill, ~ I';" . (~ .1'- ~ 0 l'il Hr.g~ ~ - ;.;:..., . 1iI.1 J - . Tmes New Romon .' 12 .! B r l!. ~~~.ll=:!= ~ .U<'. ED- &? . A.-. [B .~.. .......... I . . . l' . . I . . . 2' . . 1.".........3. . . I . . .". . . I . . . S. . . I . . . Ii,fpF ..ill< Page Setup ~ :: {v~"''"' " Maro'" W-:;!>e I e..pe< Sou:te I\.oyout I -Pfev\ew --,__"'0_..________...___.____ lop: Jlpttom, lol.', Ri<ltt' tWhoIe document Footer: r Mf(or m",rQin5 r .._ "'" sheet r'TgJ tl#-... OK Cancel , !~' J 01...... .if '~ I_~' '- " 00 iii 4lflll~'.t:. A. -::;.~ a. fi'!.I.., JPO<;leI !;e<:1 111!Al n' ''.In 2ed I [i'ill9Ji'Ric jEXT- ,~ [""tl!F'" r-- l1IIlst~tr~C!!JeQ IJ~~d07l........-..&ot.."'" lI@)oocume"'H"cro.oI"~' Ie! 11:17PM Changing the Paper Size for a Section: This ability to shift orientations and paper sizes is particularly useful if you are including charts, tables, or graphics in your document. Use the following steps: 1. Place the insertion point in the section you want to change. 2. Click on the File menu and click on Page Setup. Word displays the Page Setup dialog box. 3. If it not already selected, click on the Paper Size tab. Word displays the paper size options in the dialog box, 4. Select the paper size you want to use for the section from the Paper size list. If you want to specify a custom paper size, select Custom size from the Paper size list and specify the width and height of the paper in the appropriate fields. The English Center 27 5. Select the orientation for the paper under Orientation. The Preview box changes to reflect your selections, 6, When you finish changing the paper size click on OK. Note: If you change the paper size, you may also have to change the paper source using the Paper Source tab in the Page Setup dialog box. " j~..~ I NonnoI @ yieYol lnsett fQ(mat: loots T~1e ~indow t::1e~ '~~I~fiA,~T~:[!~,~~T':;':~.,~]~'(j,fJ~Gil=!;Iililij~,::;S;'o,:~~~:J . TOne' New RomM . '2 . i B III Iliii Ii!' ,.. 1:E ,:E ,liE \Ii' i OJ . , . 11. . '7 it""';'''''''''~-;' ....,. -:.:;'W":~L_~ , '.,Ji .!Zi':i( fiX.... ~ <t l>4a~' " "DOli!!! .4\ lEI & . ~. 11. . == ~ e . j'l .I..,,___~.. ,.... 2 see 1 212 ... [At' ," Ln' Cai 1 .. [PEe fi'i"i" f%T jO',,;' n;l,i"" r'" ~s-IH @:'Ie 0 Il IiDWotd'7Int"""""",.",,, lI~oa<ument.'M-"L iil",!,zOP';;' Page Setup ! '~12:";:;'O- . . '. I . . . 1 . . . I . . . ~ . . ," I . . ~ ~ . . , I . . . ... . . . I . . . 5 . . ~m;'mr {:1MOin Paper ~e lE:"PCf' Source l...~ apet; .~..,..... ~ '!'i!d<h' I'S 21 "" , r'"""t<,t;,,, I rA'1 ,. PoItr.t I ~_ c- land~epe c to: l'Mlole doc\Jllet\t Q.efault... 0< Changing the Page Layout for a Section: Use the following steps: 1. Place the insertion point in the section you want to change. 2. Click on the File menu and click on Page Setup. Word displays the Page Setup dialog box. 3. If it not already selected, click on the Layout tab, Word displays the page layout options in the dialog box. 4. If you want to change the section break settings, select the new setting from the Section start list. 5. If you want to apply different headers and footers to odd and even pages or to the first page of the section, select the appropriate option under Headers and Footers, 6. If you want to change the vertical alignment, select one of the following options form the Vertical alignment list: . Top - displays the first line of the text at the top of the document margin. . Center - centers text between the top and bottom margins of the document. 28 The English Center . Justified - inserts an equal amount of space between paragraphs on each page of the section so that the text fills the entire page, . Bottom - displays the last line of the text at the bottom of the document margin, 7. When you finish changing the page layout click on OK. Use Sectional Headers and Footers: When you create a header or footer, Word applies the header or footer to the current section and to all of the sections connected to the current section, If you want to create different headers or footers for different sections, you must do two things: . Create or move to the section. . Bre.ak the link with the previous section's header or footer. If you want to use a different header, you must instruct Word to stop using the previous header. To insert or change the header or footer in a section of your document, use the following steps: 1. Place the insertion point in the section where you want to insert or change the header or footer. 2. Click on the View menu and click on Header and Footer. Word switches to Print Layout view, displays the section's header, and displays the Header and Footer toolbar. Notice that Word displays the current section number above the box representing the header location. The Same as Previous indicator tells you that this section currently uses the same header as the previous section, unless you are in the first section of the document. 3. If you want to edit the footer, click on the Switch Between Header and Footer bulton, Do one of the following: . If you want to enter a new header or footer that applies to the whole document, type the text of the header or footer. . If you want to create a new header or footer just for the current section, click on the Same as Previous button (to clear it) and type the text of the header or footer. To view the header in another section, click on either the Show Previous button or the Show Next button. 4. Repeat the above steps to apply a different header or footer to each section. 5. When you finish entering the headers and footers, click on Close. Word removes the Header and Footer toolbar. The English Center 29 " _L.~~:..._~ ".~ ~___~___l~~___~~:'__~~~_~~.__m_____m_..___._.___~~. :D(;;i; dl~~::,,:( 1fij!,<11""""I~rnD!i(I.r:ij"IIliJ~75% .lJ). Header ... Time<;NewRoflW' ... 12 .. B .f Y Hti' ~ :Ii! Iii ) i= :::: t~ {~' 0'" , ..IJ.... {;. .. '..1.' . <l: . , , , . . 'J..' , . I . . . 4 . .' .,. S ' . . l . . . .. ~ ~'='~~t '5~c;.ti9Q Z'. _ _ _ _ _ _ _ _ _ ~ _ _ _ _ _ _ _ _ _ _ _ _ _ ~ _ _ _ ::;~rr_.e_o\s.prevtO!,l$ FheEnglichCenter - - ~;~".""I".iriTiI.", 1Sl(,!j'lrl!IG!lJlJ~~ If"'liert AutoText .. , !@ . GJ 1!!3. ! ot.... t; G I "",oShope,' " "0 0 ~ .(l ~ i ~ . ..! . ~ . :; '2 ~ . -J.. fPoQe 3 5e(: z "313"" 'Ai "'o:'S" u, co! 1 We''::'' r~-i;t it~.;.: (/j;; -QJ"'''' j _startli. r4l-I!.Q \j ~Word97Inte(fMdial:e.ppt fll!rIooCttment..-MicrosaL. Numbering Pages in Sections: To renumber pages in sections, use the following steps: -f) ~t d!!JE biii 29\ '_______.__..ml I~ 1';OOA.. 1. Move to the section you want to renumber. 2. Click on the Insert menu and click on Page Numbers. Word displays the Page Numbers dialog box. 3. Click on Format. Word displays the Page Number Format dialog box. 4. Select the format for the numbers from the Number format list. 5. Under Page numbering, click on Start at and enter the new starting number for the section. 6. Click on OK. Word returns to the Page Numbers dialog box. 7. Click on OK. Word reflects the change in numbering in the status bar. 30 The English Center Unit Performance Lab In this practice session, you will use sectional formatting to enhance an employee orientation document that is given to all employees. Open the practice file Orientation Information and complete the following exercises. Save the document as My Orientation Information and close it when you are finished. 1. Insert a section break before the heading Quality of Product and Service. Have the section start on a new page. 2. Change the left and right margins in the new section to 2". 3. Your supervisor at Pacific Caterers has put you in charge of creating a monthly newsletter for employees. The newsletter consists of four pages: a cover page, two pages of articles and a single page for a one month calendar. Create the document so that the cover page orientation is portrait, the firlal page orientation for the calendar is landscape and the two pages of articles have the header Pacific News and a footer page number that begins with the number 2. The English Center 31 Performance Lab Answers 1. Place the insertion point just before the Quality of Product and Service heading. Click on the Insert menu and click on Break. Click on Next Page. Click on OK. 2. Click on the File menu and click on Page Setup. Click on the Margins tab if it is not already selected. Select the entry in the Left margin box and type 2. Select the entry in the Right margin box and type 2. Click on OK. 3. Create the document in three sections. Set the page orientation in the final section at landscape for the calendar page. Add headers and footers to the second section only. 32 The English Center , IV. WorkiQ9 with Columns Unit Performance Objectives In this unit, you will learn how to: . Create Columns Using the Columns Button . Create and Format Columns . Change the Formatting of Columns . Balan~e Newspaper Columns The English Center 33 Lesson: Workina with Columns Creating Columns Using the Columns Button: Newspaper columns are columns that wrap, or snake, from the bottom of one column to the top of the next column on the same page. To convert existing text into newspaper columns, use the following steps: 1. Do one of the following: . Place the insertion point in the section that you want to convert to columns. . If you do not want to convert an entire section, select the text you want to convert to columns. 2. Click on the Columns button on the Standard toolbar. Word displays a grid. 3. Press and.hold the mouse button and select the number of columns you want. 4. When Word displays the correct number of columns, release the mouse button. Word converts the section or the selected text to columns. Note: If your document contains a table and you format th~document in columns, part of the table may be cut off. To fix this, you can do one ofthe following: . Insert a section (continuous, next page break) before the table, select the entire table, click on the Columns button, and select one column. . Create a frame around the table. Creating and Formatting Columns: If you use the Columns dialog box, you can specify the exact width of each column, which allows you to create columns of unequal width. Use the following steps: 1. Do one of the following: . Place the insertion point in the section that you want to convert to columns. . If you do not want an entire section converted, select the text you want to convert to columns. 1. Click on the Format menu and click on Columns. Word displays the Columns dialog box. I!l.""..."'......~ 1III.!l01I\1li!'r,.""'C !ja--: :-~la -;. i~',H;-B"JT:: ';:T~-Eil-l::lliil nr.eTrilii.;';"::._:.I>JX' Jrb-i ....romesNow~OI'Ml'I .12 ~!B LJllfii".>..t.::t::.~lo.".A..-: [jJ C.., .,.- .,-..,..-. 'llIIIll' ...!J25.J I r- ru [iii fiI ru I (;;or1eJ~ oN .left .. 0< C<n<d rli-le~ ~a>d.~ , s;.ol_:~' ~, 1., ~_:!~:~~::Io.w ~_Io.s. : -1 .. z:~lo.W' :::Ilo.S" .::.Ji: 10.58"" :::t 105" "L~;o'~::::~. . o :I~ ~^___.____I Lnw_... ._..._, ..:J Jr"",. o 34 j",__ .. Gi I ""._." ... Dolil-GIIJi "'-,L.- A.."""" l"l..J. n;.'3"-"':s:;;;.:"2:''''''~''''''''.'313.- IN'i" in -I OJi'i fREe fi'r;:;::.. W~?r-fOi'R 1m .. lIIIIstortl!J~ tI!!~ ll~word91~,ppt II@)OcKurncnl"-~_ The English Center :~_"P'ffi~'L'" 'x' ._, :.,.""q":..........~ ''- M" ._~_~ ia ~;2~~1 A"M-'- 3. To select a preset column format, click on the format you want under Presets. 4. Do one of the following: . If you do not want to use a preset format, type the number of columns you want in the Number of columns box. . Click on one of the arrows to the right of the Number of columns box to select the number of columns you want. 5. If you do not want all of the columns to be the same width, clear Equal column width. 6. To change the width of a column, type a positive measurement in the Width box for the column, or click on one of the arrows to the right of the Width box. 7. To change the space between columns, type a measurement in the Spacing box for the column, or click on one of the arrows to the right of the Spacing box. 8. To insert a vertical line between columns, click on Line between. 9. Select th~.appropriate option from the Apply to list. The options available in the Apply to list depend on whether you have divided your document into sections and whether you selected text to divide into columns: . This section - converts into columns only the section con:taining the insertion point. . This point forward - converts into columns all text from the insertion point to the end of the document, and inserts a section break before the insertion point. . Whole document - converts the entire document into columns. . Selected text - converts only the selected text into columns and inserts section breaks before and after the selected text. . Selected sections - converts into columns all sections containing any text included in the selected text. '10. Click on OK. Word converts the part of your document you specified to columns. Changing the Formatting of Columns: To change the formatting of columns, use the following steps: 1. Position the insertion point in the text you converted to columns. 2. Click on the Format menu and click on Columns. Word displays the Columns dialog box. 3. Select and/or clear the options you want and adjust the width and spacing as necessary. 4. Click on OK when you are finished. Word displays the newly formatted column(s). Balancing Newspaper Columns: Often you may want to place text into columns, but when you do, the column appears longer than the other. To balance newspaper columns, use the following steps: 1. Switch to Print Layout view. 2. Position the insertion point at the end of the columns you want to balance. 3. Click on the Insert menu and click on Break. 4. Click on Continuous. 5. Click on OK. Word inserts a continuous section break, which balances the columns. Note: Balancing columns often cause them to extend only part of the way down the page. To create a new page after the columns, press the Ctrl/Enter keys to create a hard page break. The English Center 35 Lesson: Insertino Column Breaks If your columns break at an awkward location in the text, such as the first or last line of a paragraph, you can insert column breaks. Word pushes the text after the break to the start of the next column. Use the following steps: 1. Position the insertion point where you want to insert the break. 2. Click on the Insert menu and click on Break. Word displays the Break dialog box. 3. Click on Column Break. 4. Click on OK. Word inserts the column break. ., ll?llaWii)qt%ilJ~Wijffi1;j.8~4!;H.:: ! Eli< ~dit Jp$ert _ r- To.bIo!D':.-.clow tlollo .J9"_~~_...:......~~Ll(_~.~~.J2_=-c>..::.I{t....~.I'2l...I"il. II r~l!lil..~..~~_....:!:'g.-TJ IN<>nMI - TimesNew"""", . I' -I B I 11. IfiiilO;I!; Ii!O 11:=:= $0 $01 0. ,p. 4--1 [g ,IIL_A [l' . . ~d"EE' . . I '1lIID' . I . i:I!II} , I . 'IIIID' I . . .UIIIJ I' , . I~"e,............ .~-I:J ..1.l.19 ('" e.age break .~. ~~,~ ('Text l!:f!'appll1Q break Section bfeak types rt!ex\""", r Contlrwus r E.ven paQe r Q!Jd ""'" OK C~e1 I .'Qtlll.:!!. I 0<.... Ct G I '40-''' " "0 0 lil ....001 ~ . ..! . ~ . :; '2 ~ . j'! .1 I p~ 3 50< , 3/3 IAU. In 1 eel 1 lPTc' ffi't1f>:T jOYR rtl'ir""" 1- ~~....11J ~ e t",;l11 J@JW"d971n\~..potll~l><Kument. - M1<<o.of_ 36 The English Center t\,:e/;>j-;;; -1612S1 2SI! fa--''''--t~;'o-;;-' Unit Performance Lab You have decided to format the DO Employee Orientation document using a two- column format. Open the practice files DO Employee Orientation and Profile and complete the following exercises. Save DO Employee Orientation as My DO Employee Orientation and close both documents when you are finished. 1. Format the DO Employee Orientation document using the two-column format. 2. Make the heading spread across the top of the two columns by changing it to the one column format. 3. Add a line between the columns, change the spacing between the columns to .2", and make the columns the same width. . 4. In the Profile document, insert a column break before the heading Company Philosophy. 5. You need to modify a document that was created by one of your colleagues. She was supposed to reformat a portion of the document in columns but could not since she was called away on an emergency. Open the practice document Add Section. Insert a section break before the heading A note about the Business Consultant. In the first section, create a header that includes the text Part One. In the second section, create a header that includes the text Part Two. Place the text in the first section in two columns. Leave the text in the second section as is. The English Center 37 Performance Lab Answers 1. In the DD Employee Orientation document, click on the Columns button Press and hold the mouse button, drag the mouse to select two columns, and release the mouse button. 2. Select the heading and the paragraph mark at its end. Click on the Columns button. Press and hold the mouse button, drag the mouse to select one column, and release the mouse button. 3. Position the insertion point in one of the paragraphs formatted for two columns. Click on the Format menu and click on Columns. Click ~n Line between. Click three times on the down arrow beside the Spacing box to display 0.2" or select the current value and type .2. Click on Equal column width. Click on OK. 4. In the Profile document, position the insertion point before the text Company Philosophy. Click on the Insert menu and click on Break. Click on Column break. Click on OK. 5. Position the insertion point before the text A note about the Business Consultant and insert the section break. Create a header in the first section with the text Part One and create a header in the second section with the text Part Two. Be sure to clear the Same as Previous option for the headers. Select the text in the first section and format it into columns. 38 The English Center v. Workina with Outlines Unit Performance Objectives In this unit, you will learn how to: . Create an Outline . View and Edit an Outline The English Center 39 Lesson: Creating an Outline The outlining feature in Word allows you to easily create and rearrange information. You can create the outline and then develop your document and collapse the headings, allowing you to move quickly to another part of the document or move individual portions by simply dragging the headings. A Word outline is made up of headings and body text. Outline View - to view a document in Outline view, click on the Outline View button, the first button to the left of the scroll button on the left end of the horizontal scroll bar. Selecting Text in Outline View: Before you begin working with your outline, you need to know how to select text in Outline view. The basic techniques for selecting text will apply, however, there are exceptions. When you select paragraphs in Outline view, you can use: the selection bar, which is the space to the left of the outline. . the heading and body text icons. When you move the mouse pointer over one of the heading or body text icons, the mouse pointer changes to a four-way arrow. Selection techniques: To Select: Do this: the selection bar next to the A heading A paragraph of body text A headin and all its subtext Multiple paragraphs Lesson: Viewing allg Edjtjng an OutlLn~ To view the different levels of your outline, use the following steps: 1. Switch to Outline view if necessary. Word displays the Outlining toolbar containing the buttons you can use to view the different levels of your outline: . Expand - expands the levels of subtext under a heading one level at a time. . Collapse - collapses the levels of subtext under a heading one level at a time; 40 The English Center . Show heading - collapses or expands the outline to the specific heading level on which you click. . All - collapses all body text if the outline is expanded or expands all body text if the outline is collapsed. . Show First Line Only - collapses all body text except for the first line in an expanded outline or expands body text after the first line in a collapsed outline. . Show Formatting - shows or hides character formatting. . Master Document View - allows a user to switch between Outline view and Master Document view. To collapse or expand all subtext under a heading, double-click on the plus-sign heading icon. Or you can select the heading and subtext and click on the Collapse button (-) or the Expand button (+). 2. Do one ofthe following: . Collapse the text you want. . Expand the text you want. ~ Document! ~ Microsoft Word , >" ",1/ ~J~ _ ;:" 1i7/:r:;(,tUJ(-: ~B B J fjIe ~dit :tIew I""'" ""_ loots T4b\e \!!indow I:!elP If5liji:ll[ji~r M"~.'fi'41'~=;:';M.~~:';IEirrm~=.-F,;CXl"I' ..' (1) ~l i :::;.;_._-:-:~.......- ..-::=If B=...i" U'Tr-'-.-..__..="~ ..1~.- :i.....-t)~~~. .~ y j+ .... I" .. .91-] c=o 11 2 3 4 5 6 7 AI::;;;~ll[] )0)0. i .' >>: H_I Q Expand f !PaQiel see 1 1/1 jAt: I" l;;-l cot 1 ]RE': ~ fEXT Y'VRf'" r:Il~""I\J ~e ~ IJ ~_osoIt_._nt.[... IIt!irlDocumetlt,.Mlcrosof_ ~""I '- "'"DO ~ AI r:iii1j A;,.. AlA. = = '-!II ~o~. ~ ,'; .... ..... . '..~ 4V'~' . <qJ,'" -=. y"':"y~.;~~-:-: 'r J >>1 "'1 ia.e,SSPM- The English Center 41 Editing an Outline: One of the major benefits of working in an outline is the flexibility you have when organizing a document. You can edit it by: promoting headings. demoting headings. moving heading and text. copying headings and text. numbering your outline. Promoting and Demoting Headings: (See figure below) If you want to promote heading in a displayed outline, there are three ways: 1. Position the insertion point in the heading or body text you can to promote and click on the Promc:>te button on the Outlining toolbar. 2. Position the insertion point in the heading or body text you want to promote and press the ShiftlTab keys. 3. Click and hold on the heading icon, drag the icon to the left, and release the mouse button. If you want to demote headings in a displayed outline, you c~m: 1. Position the insertion point in the heading or body text you want to demote and click on the Demote button on the Outlining tool bar. 2. Position the insertion point in the heading or body text you want to demote and press the Tab key. 3. Click and hold the heading icon. drag the icon to the right, and release the mouse button. 4. Position the insertion point in the heading you want to demote to body text and click on the Demote To Body Text button on the Outlining tool bar. ~ Working With Outllnes.doc ~ Microsoft Word ' ~, ' "'-: ;;.~ '" n l#,~, Jii; "" ~Jklw;'" j Be tdit ~w InsM. F~a~ !()OlsTAb!eWiidoW .lje/p 19.~-~r@1~!([:f?Ji iij-i,;:<T.-,-:.,:.... t~rnt:iGiEi~l.fIb .~- ~~~~j-c[r !_3 . AmI . .13'lrBIl!Ii"".;m!.il=;={ie~"~'.1 j. ... !....T..- ! 1 2 ~ 4 56 i A!==I-',aIIB ~l ~ ~ [JI!l ~ El jj:J .1 . "'-' ~ !WorIdng with Outlines -' 0 [Creating an Outline _3 ~ S.I.cting Text In Outline View :::: I~JVIT.ng and editing an Outline _3 0 Editing an Outline _....3 nMovlng and Copying Information In an Outline _ 3 L:JNumberlng your Outline Shift/Tab VIeWIng an Outline lot.... ~ (;;""'0_'" "DOIill41IllIe.,~'~':;'2~.IiiJ.! '. " I p~ i Set t t/l' fAt 1.8~ ln S Co! 1 r~E( [fR( RT' lUJF rm ~ _St""1ll ~ If; 011 ~MiaQ""'P""""""I... IIl1flw_withOu__ ~~"'-'9';-;1~- 42 The English Center -I"I~ 19i = J Moving and Copying Information in an Outline: The information that Word moves or copies depends on whether or not the selected text is expanded or collapsed. When you move or copy selected text in an expanded outline, you move or copy only the selected text. When you move or copy a heading and/or selected text in a collapsed outline, you move or copy the heading and any subtext as well. Moving Information: 1. Switch to Outline view, if necessary. 2. If you are working with a long document and want to see all the headings on as few pages as possible, collapse all the headings. 3. Select the heading or body text you want to move. 4. Do one of the following: Click on the Move Up button to move the text up one line. . Click on the Move Down button to move the text down one line. . If you want to move a heading and all the subtext under that heading, click and hold on the heading icon, drag the icon up or down to where you want to move the information, and release the mouse button. 5. Continue to move information. Word displays the moved information in the new location. When you move information, Word does not change the heading style applied to the information. Copying Information: To copy information, use the following steps: 1. Switch to Outline view, if necessary. 2. Select the headings and subtext you want to copy. 3. Click on the Copy button on the Standard tool bar. 4. Position the insertion point at the beginning of the heading that will follow the paste information. If you position the insertion point at the end of a heading or body text, you incorporate that heading or body text into the copied information when you paste it. 5. Click on the Paste button on the Standard toolbar. Word pastes the copied information, including any heading styles, at the location of the insertion point. Numbering your Outline: To place numbers in front of each heading in your outline, use the following steps: 1. Select the entire outline. 2. Right-click anywhere on the selected text and click on Bullets and Numbering from the shortcut menu. Word displays the Bullets and Numbering dialog box. 3. If necessary click on the Outline Numbered tab. Word displays the Outlined Numbered tab. 4. Click on the numbering option you want from the eight choices in the dialog box. The English Center 43 l ~ fdit y'iew insert FQ(lT\8t lools TdJle ~ ~ . DQ;ii;;id8ili.::;rili~.ti"<1::;:-;:;:-.:Ti:ij.r:Jiilil![':6irnJ1i,OO% . IjJ .j '. ..... """";~;.,':,....._.........--~."....................................................:..."............-.................. ...............".........1 _lLIF._~ ~~.'"~.~v-"~--:- \~ ~~..I.g__" .P .. A....! .:M.I2!J .19 .; +.+ ... +- He<<ling2 He~I"l9Z Heading;?; He~3 ""oding 3 "w"" .1.J2!J I; ~ed I ~ed ltJ F -: OII-tlneNtsrlbered I 1.1.1 r 11 2. Sedloo1 01 H 1.1 h,nfilf,(j' A ""'lb'-;l<: H,.,,,.j;~1 ;- ",,_3 _3 (llI)'"-,,,<,,,,'1:' 1.1.' "'-t<'lM+ 1 l"~~,~" ",,,,,,j,,,,,: Artide II. 'Ie;;j, 2 ;,;,>,),),,"1 \ M.,lNHk,; 1 Chaf:It<<2HllilC List N.1I\be(no. .... M...~_m____. ...... . ."-... ..._.....m..~__..._~._..,,_~. (:: Pe'$tdcrt "Uff~b~'lin9 r Continue jfteyjOOj 1i:$t ,-... R,*,~ Ol< (:u~ J . ~ III ~-4 1 ot-. ~ G I AlMh_'" "D9ra 4 ~J4!o'.!' ~.:;." ~ .'j') .J i"age I See I 1/1 r.. '" Ln I Col I fRfc" jfRK P jQvR" n;liI""' - _st.....ll ~ ~ C';l il 1!ilI""_t~.[... lI~w_...~houtllne..... I~ .10:;;;;'" 6. If you want to change the format of the selected numbering option, click on Customize. Word displays the Customize Outline Numbered List dialog box: 1!1l<Jtm;ml,&~i,~~'m~I--!ffj,~!;.,~1."Vi!IJ'll"r~lq __.. j fle (<it yiew I""'" f"""" lools Tobie ~_ tjelp j D ~ IiiI 8 i e! 111. ~ i ~ ~ e. -<>tl..,. (";:[ ~ rnrnliJliifil,lli:Cll---;oo.-.-:- (1). f===-:'::-:':..:'"===TilzlllifO; 'll!' ~'Elli;= ii'~1 rn: ,,-:.fI.... j ++ + I'" .. ! + ~ i 1 2 3 4 5 6 7Af';;;;; ~Iro ~J B 1!ll1~ B B J{J . He~2 .. He4c!no' ,~f -, _3 Heodino3 "'""" t.~ii:~'*}t'!r",.,.<..;.... .. '.,. ".. l1 ~"$,;,,;ililn!fi:,,?f#/dk!!,-:'i''!;f' .;,. ..' d!!JE ...... ...__.~. 2$J. _3 _3 3 4 5 6 7 8 '.ti Ir- ".:J ~ -,_.~. ~.."-;..- I I ear.c.I >G ~, b: <, .:l ~erO'/lou' '-4 n,..b." . Mor. . ty I l:l><;:... h 1) 0) i) (1) (a) ~) 1. a. i. .a!9>ed$' 10$ ~ r""'- L- _$, lo.s" ~ J jOt.... ~ G '4oShope,...... "DOIiI.(l~IIl>'..!"A..:;'2j:;..J.i I P~t s.c 1 1/1" [Atl" III 1 Coil fREC tfRK!fiT 10""".. rw- r 1fl~""lIJ ~.~ I",;lIJ @IMi<r__",*-[... lI~Worldn.wlthOolfinos_ 44 The English Center .. Ji--;Q:"oo PM~ Unit Performance Lab You need to make some changes to the orientation packet that you plan to send out to new clients. You will make the changes in Outline view. Open the practice file Formatted Orientation and complete the following exercises. Save the document as My Formatted Orientation and close it when you are finished. 1. Switch the Outline view. 2. Move the Recommended Vendors heading an all its subtext to the position above the Contract Agreement heading. 3. Make the following headings level 2 headings: Covington Gardens Trio Willow House 4. Expand the outline and display the document in Normal view. The English Center 45 Performance Lab Answers 1. Click on the Outline View button to the left of the horizontal scroll bar. 2. Click on the icon next to Recommended Vendors, and click on the Move Up button. 3. Click in the Covington Gardens heading. Click on the Demote button on the Outlining toolbar. Click in the Trio heading. Click on the Demote button on the Outlining toolbar. Click in the Willow House heading. Click on the Demote button on the Outlining tool bar. 4. Click on the All button on the Outlining toolbar. Click on the Normal View button in the lower left corner of the document window. 46 The English Center VI. Creating Envelopes, Labels, and Faxes Unit Performance Objectives In this unit, you will learn how to: . Create Envelopes and Labels . Create Faxes The English Center 47 Lesson: Creating Envelooes and Labels Creating Envelopes and Labels: Often, you may want to mail a document as soon as you print it. To create envelopes, use the following steps: 1. Open the document for which you want to create an envelope. 2. Click on the Tools menu and click on Envelopes and Labels. Word displays the Envelopes and Labels dialog box. 3. In the Delivery address box, type the address to which you want to send the letter. 4. In the Return address box, type the return address. 5. If you want to include the envelope as part of your current document, click on Add to Document. When you tell Word to print the document, Word will first print the envelope, and then the document. 6. If necess,fr'y click on Options. Word displays the Envelope Options dialog box. 7. If necessary click on the Envelope Options tab. 8. Select from the following options: . Envelope size - allows you to select the size of envelope on which Word will print the addresses. . If mailed in the USA - allow you to change the exact placement of the delivery address to accommodate special codes. . Delivery address and Return address - allows you to set the appearance and location of the delivery address. . Preview - allows you to see how your changes affect the appearance of your document. Jae..~ ooIs E~:~J J No<..~ Eo_' ~_ I _.!1elP _~ .."'''':.H: .CiJ.~ ID."~', ~lJlili?'<:r"' .IX 'wHJ;f~'.......!.;J GJ ~y~e$.S: I!I~' __oJ._, "5"."", B,eb,Jn<!iddron: The Englith Center 3501 SW 26 81 Miami, FL. 33133 !!l:l EnveloPe Szl!: 150! 10 (-4 118)( 9 112 in) r-In....U5A. f=:;: .. Ort.. I Frtlm.t.op: lAtA:o j'1lel:lmadO'en i ........ I Ftom.Iof" 1_ """" top, 1_ ..::::J L, ~----I i I ~oMow~J ~ ~r --I &I~~~_~ I 01: Car<d j otow. l< (1; __ - " " 0 0 fiIl.(l ill, ~ - .J:. . A. ' - ,,,.; ~ . li1 .1 I P_ I See 1 III .. IAt I" to teal I JfiEC fiR>; f.'<T JiM'r-- I 311",...11 J llQS Q IJ~w"""'~ 0<tlInes.do...II\!)W0<<l97 Int~.w< 1I~D0cument3 - MicrQsof_ lar',"'",,;;;,; 48 The English Center 9. If you want to set printing options, click on the Printing Options tab. Word displays the Printing Options tab. 10. Select from the fOllowing options: . Feed method - allows you to establish the way your printer feeds envelopes into the printer. . Face up, Face Down, Clockwise rotation - allows you to specify the envelope orientation your printer requires to print correctly. . Feed from - allows you to select the tray in which Word will find the envelope. . Reset - resets all the options to the default settings. 11. Click on OK. 12. To print the envelope, click on Print. Word prints the envelope. Note: Word 97 (does not include Clockwise rotation in the Feed method) 10. Select from the following options: . Feed method - allows you to establish the way your printer feeds envelopes into the printer. . Face up, Face Down - allows you to specify the envelope orientation your printer requires to print correctly. . Feed from - allows you to select the tray in which Word will find the envelope. . Reset - resets all the options to the default settings. :a1:>ocument3~l'1ftrosoftW{)td" :,'''&'''''' -" ~". \ l' i?4' ._~IIi....~d".... .. ;" '. b.,1Ji ikY;t~)-;i;J-ii.3i"~V";"8'iF:,; . . ,!ih/!'.LVi'W'),,?/JNYp'Z'f.iFi",'iV.. .~1il J6e tlltr..., l_t.F!l<IMlloolsl~ ~ \jolp J.O;'r#- '1Iin'1qU)'I4-~11\'I~~~~~t'~_Ff,!71J1fYJt:.~wi'tm;j" Jtbm.l ~ ,I ~obeIs I I9 ~ oddress: I .1l1il-1i 75% r.-F~~'~ ("'t=;ace~ r~rol:""""J . . . ~ . . . I . . " ~ !'lilt ~ a&Jto~ "=~l'::': II "B.etumaddress: The English Center . 39J1 SW28 St. . · Miami, FL, 33133 ~ FRier, \\ANGElIHP L_let 1100 (MS) method ~f[f~[[]mf[I ( f\e:>et ___.--1 . word rec~ feednQ erweIooos os shoMl_. 1f~~doe5 rlX~f9r~'~j ~\8ctthe~<<f~leedmethod. J 0\:.....11 ~ i "",o~so " "DOIiB ..1ll1 ~ o..to A':; '2 ~. jJ .1 IT... I So< 1 111 1M I" In 1 Coil .. iRE" F1\K fiX'1'"'' r r- ll!l-IIJ(!,13 ~ ~ Ii ~WO<t.ho""'O<&es.do...I@)w"'d'71nl-',,,,* II~Oocum_-"""_f_ [lI-,Q;10PM . The English Center 49 Creating Mailing labels: Word allows you to create an entire sheet of labels for a single address or individual labels. Word does not automate the process of creating a sheet of labels with different addresses. 1. Open the document for which you want to create mailing labels. 2. Click on the Tools menu and click on Envelopes and labels. Word displays the Envelopes and labels dialog box. 3. If necessary click on the labels tab. Word displays the labels tab. 4. Enter the address for the label(s) in the Address box. 5. Select from the following options: . Use return address - allows you to insert the return address on the Envelopes tab into the Address box. . Delivery point barcode - inserts a barcode. . Full page'of same label - tells Word to use the text in the Address box on all the labels on the sheet. . Single label - tells Word to create a single label using the text in the Address box. You would have to specify the label on the page that should' be printed with the text in the Address box. . Print - prints the label or labels. . New Document - creates a new document containing only the labels. 6. If you need to specify the type of label that you are using, click on Options. Word displays the label Options dialog box. ~'h"'."iI'''n~_..''....n''jJ~z.':Ii'!Il. ~ _iIlR!lliHfl!;tra*mg~j4H;mlijU~::i:fY;;~;;;:'h,;!.:,;:: ]ll1e .td< _ .~."""''' 1<><" T~ \'ii>dow I:!eIo j D ..~liIJiilT.r! "[}..~ri, ~... <i-I. :;-~:;"::Ti.rn65'aiiri' j'!i5..'ll",,';::;.G.i=r J""""" . T_NewRomon . I' .IHI II lfii"t!' ,. I!!!b:..= 'l'=~ 1 (]. " . ~. .I L8 d!!J.19 ?-!l !\ll<h>s' The English Center 3501 SW 28 St Miami. FL.. 33133 erli-< New Qoa.me<< ~ QPllons... r.- "~ ~ of: the sarneWlel r_...... -, ~ ".....,,1' :S:l .=J 1...00<1...-"----.......- 1=~~,2'60_ ...1 l[ ] J r.~J-<'..,'fr.lO'ftb4"Code ~feeder'. i otow. l< (;; I ....._. '-. ,,0 Olill ... 1111 ~ . .L.' ~.:; >a e -e .1... ....... \ Paoe 1 sac I 1/1 - !Atl" Lnl' Cd 1 ~.fTRV ~ ~ r- ~ 1!fl......IIJ t10 eo Ii ~W~d97Jnt............ppt lI~oocument3.Mic......_ fa --U:IJPM 50 The English Center 7. Select from the following options: . Printer information - allows you to select the type of printer you will use to print the label(s). . label products - allows you to specify the brand name of the label. . Product number - allows you to specify the product number of the label. . Details - allows you to see and set the Top margin, Side margin, Vertical pitch, Horizontal pitch, Height, Width, Number across, Number down, and Page size.. New label - opens the Details tab and allows you to create a new label based on the label in the label products and Products numbers lists. 8. Click on OK. Word returns you to the Envelopes and labels dialog box. 9. To print the label(s), click on Print. Word prints the label(s) and closes the dialog box. Lesson: .Qreating Faxes Sending a Document as a Fax: If you have a fax modem installed in your system, you can fax a document directly from Word. - 1. Open the document you want to fax. 2. Click on the File menu, point to Send To, and click on Fax Recipient. Word displays the Fax Wizard. 3. Click on Next. 4. Be certain that the correct document name is displayed in the fo.llowing document box and select one of the following options: . With a cover sheet . Without a cover sheet . Just a cover sheet with a note Click on Next. 5. Do one of the following: . If you have Microsoft Fax installed in your system, leave the Microsoft Fax option selected. . If you have a different fax program installed on your system, click on the A different fax program which is installed on this system option. 6. Click on Next. 7. Enter the name of the recipient(s) in the Name box(es). 8. Enter the fax number(s) in the Fax Number box(es). 9. Click on Next. 10. Select the Professional, Contemporary, or Elegant style for the cover sheet. 11. Click on Next. 12. Enter the correct sender information in the Name, Company, Mailing Address, Phone and Fax boxes. 13. Click on Next. 14. Click on Finish. 15. Make whatever changes need to be made on the cover sheet. 16. Click on the Send Fax Now button on the Fax Wizard toolbar. Word sends the fax. 17. Click on OK. Word returns to the document. You can close or save the cover sheet document. The English Center 51 '0 , 0 ~29 L!:I".~'..~_~~:'--'.'.~...!<><:".....2..bIe_.Wondow _~.........~~~_............ ............... D ~ rill ~ 1 o!!b ~ ~!,X, "tn18 ~ i n .("..1 ItoEl1J Ll GCJlo i:ij llro,r 115% ..~ r:bJ Normal .. ~-~sNewR~m~~~-:--10---:-r~BI-~li-Tf~~.~-& n~-:~-.-~--~if 10 .. ~ .. ~.. J Normal faHW.zard ' :'lc~' ~1h~~P ,~,,: 29 Which document do au want to send? r.- Ii~~~;;;~~i~~~TiJ Iw"'"""" with Outlne,.do, ..:::.J .~ltha cover sheet r Without: a CO:tef sheet r Justa cQ.ver sheet with a note ELI Concel I < ~I tbxt> ~ lPsh I J I Dr.-"" ~ (t I AltosMpes. " "D 0 ~ 41.111 ~'~'4.'=~:::;.<iD .j ! p",," .. 5e< I IAt ," In 1 CoI, I~(, lm~~xrl<>l'!<rm--C. !IIS,,"rtl!J na ({!!; ~ !J !1IDw",d971ntermediate.ppt I iIDW""""'withWlnes,doo..II~Document5-Mlcr<lsof... Ie!ii\ 11m PM'.. Sending a Fax Sheet: If you want to send a single sheet: 1. Click on the File menu, point to Send To, and click on Fax Recipient. Word displays the Fax Wizard. 2. Click on Next, click on the Just a cover sheet with a note option, and click on Next. 3. Proceed by using the steps you have already learned to complete the Fax Wizard and click on Finish. 4. Click on the [Click here and type any comments] prompt and type your message. 5. Click on the Send Fax Now button on the Fax Wizard toolbar. 6. Click on OK. Word sends the fax sheet. 52 The English Center Unit Performance Lab You are going to use Word to distribute information contained in the document Trio Letter. Open the practice file Trio Letter and complete the following exercises. Close it when you are finished. 1. Use the following text to create a default return address: Pacific Caterers 2222 South 1 st Street Washington, DC 66666 2. Create and print an envelope that has the Trio Industries address as the recipient and the default return address as the return address. 3. Use the Fax Wizard to send the document to Kelly Smith without a cover sheet. Specify a fax number. The English Center 53 Performance Lab Answers 1. Click on the Tools menu and click on Options. Click on the User Information tab. In the Mailing address box, type the address. Click on OK. 2. Click on the Tools menu and click on Envelopes and labels. Click on the Envelopes tab if it is not already selected. Be certain that Word displays the correct addresses in the Delivery and Return address boxes. Click on Print. 3. Click on the File menu, point to Send To, and click on Fax Recipient. Click on Next. Select the Without a cover sheet option. Click on Next. Click on Next. Enter Kelly Smith in the Name box. Enter a fax number in the Fax Number box. Click on Next. Click on Finish. Click on OK. 54 The English Center VII. Wo~king witl:ll'1te~neWntranet DocumeDts Unit Performance Objectives In this unit, you will learn how to: . Browse the InterneVlntranet for documents. . Save documents as HTML. . Insert and paste hyperlinks. The English Center 55 Lesson: Browsina the Internet The Internet is an enormous collection of linked computers that can access one another over an assortment of data and telephone lines. An intranet, is a self-contained set of systems within a single company or government agency that use the same networking protocols for moving information :;IS the Internet. If you installed the special Web page editing component of Word, you can open, edit, and browse Web pages right in Word. Understanding the Structure of Internet/Intranet Documents: Files on the Internet usually contain text, graphics, and navigation buttons, and are created with a type of computer code known as HTML (Hypertext Markup Language), a language that allows you to embed hidden commands in what appears to be a normal text document. HTML allows you to construct pages that reference other pages. Word allows you to save documents in HTML format so Web browsers on the Internet or Intranet can view them. You can create hyperlinks in normal Word documents or in documents you save as HTML documents. Some Terms You Need to Know: . Address - also known as a URL (Uniform Resource Locator), the set of words and sometimes numbers needed to access a specific site. URLs begin with the protocol (http://) followed by the address. . Browse or Surf - the term that describes moving from one site to the next by clicking on links on each page, often in an unplanned manner. . Browser - the term for the program that allows you to read HTML documents and move from site to site. Microsoft Internet Explorer and Netscape Navigator are the two most popular browsers. . Hypertext - text that acts as a link to additional pages. . link - the term for an area on a page that, when clicked, carries the reader to another page. . log on- the term for successfully reaching a computer or Internet address. . Page (or Web Page) - the term for what you see when you log on to a site. . Site - the term for a location where pages and their links are stored. . URL - an abbreviation for Uniform Resource Locator, another term for address. Browsing the Net Using the Web Toolbar: Word has a Web toolbar that you can use to quickly access frequent used pages on the Internet. To display the Web tool bar, click on the Web toolbar button. The functions of the buttons on the Web toolbar are: . Back - takes you to the previous 'inked file or Web page. 56 The English Center . Forward - reverses the action of clicking on the Back button by returning to the file or Web page you just left. Stop - stops the process of opening the page. . Refresh - reloads the current page. Home - opens your Web browser, which then opens the default Home Page. . Search the Web - opens your Web browser, which then displays a page that allows you to search for information and sites on the Internet. . Favorites - allows you to quickly open your favorite Web pages in your browser. . Go - allows you to open or move the documents or Web sites or specify start or search pages for I nternet Explorer. . History - Whenever you view a Web site, Internet Explorer adds a shortcut to that site to the History list. . Mail- allows you to read mail, write a new message, send a link, send that page to somebody, and read news. . Print - allows you to print the page. . Discuss - allows you to enter a discussion. Note: Word 97 (the underline ones do not appear on 2000)- Back, Forward, Stop, Refresh, Start Page, Search the Web:Favorites, Go, Show On/v Web Too/bar. Address. To browse the Web, use the following steps: 1. Do one of the following: . Click on the Home page button to go to the default home page. . Click on Favorites to access a site you have already found. . Click on Search button to search the Web based on a single word or set or words. . Type a in the Address box and press the Enter key. Once at the site, click on highlighted words or images (hyperlinks) to move to linked documents or files. 2. Continue to browse until you have located the information you want. 3. When you finish browsing, click on the Close button of the browser. J"A., ~~Edt'_...-~ -F~.;;":'.mT~----~' "'~l-- .. ~-_.~_ f-:: Sear-en f1i F~ti CfK;;~1~'~',.~:"'8 .. .!,..I~q~l ... I .; ~Gol ~____~~~~~_.-.'-,-.~~~__~#J^~.~~--:~:~..~_m____-.__~:=~~~-~~~~___,_~._~-c~,'~_______~~._~~:::"=,.~~.._-_.... --, '~~~;~1 Search ! ...................... I ~;"4";l)\h{;Wt+ I,... ! j Jhotm&.il,co~ ~ lr_-....,~~~ · W!l!ti!i!.1K!.m:t 1II2llOO"""""~4ft~ ....rlgIf:s.........-.l ~~~s:H t.'l;i~~~ There Is mor.than Englsh at The English C.enter I ~,,~. .. "r_ I I L... Iil""," ......lil nil S G ~~I~I~I.lla.:U.dt IEuA.&sIlIW..IIo....II.....-11.ialtl: ,,;J . - ..-,.--.-------.---.-..-'-~.,,---....,------~---.-.--.-~'-,..-:..r---'r--'-f.'~;;;;:;;('- i j @)W<:wrd97Iriter-=liate.ppt !I(!)OoCunent6-Mocrosoft w..,-hi)T1w.EnQh:hCenter ~-H- ra"'-"i-2';;;~ij;,j-' The English Center 57 Lesson: Savina a Document in HTML Format When you save a document in the HTML format, Word makes a copy of the current document using the same name, but with the .htm extension. Word also converts all formatting so that the document can be read with any Web browser. To save a Word document in HTML format, use the following steps: 1. Save your document as a Word document if you want to keep a copy as it is. 2. Click on the File menu and click on Save as Web Page. Word displays the Save As Web Page dialog box. If you want to give the document another name, type in a name in the File Name box. 3. Click on Save. Word converts the Word document and saves it as a Web Page file. Lesson: .Working witb HvoerliQll.s Working with Hyperlinks: Inserting Hyperlinks into a Document: When you click on a hyperlink, Word jumps to another file or Web site to which you have linked. To insert a hyperlink in a document, use the following steps: 1. Save your document before you begin inserting hyperlinks. 2. Select the text or object that you want as the hyperlink that a reader can click on to move to the current document. 3. Click on the Insert Hyperlink button on the tool bar. Word displays the Insert Hyperlink dialog box. 4. Do one of the following: . Type the path of the file you want the hyperlink to go to in the Type or file or Web Page name. . Click on Or select from list and double-click on the file you need. 5. Click on OK. Word inserts the hyperlink in the document. 1liI1!ffi1"",'''-'''''..'-:''ljM"mli ,'_ ....... .... ..... '.. ............. '.' u~] _~~iHi1f;HiJv.FWiifi%1;:.;:....;..16.IJil, l_f.'e_--~.~_-_~_,-~__"'~~_~,~'''~tiell>_''_ ,"', ',"_':'_ ''n.'.:'----''-----."--.".-----..----., " __ _.2!f l"~i;i}~t,!~fd!~;~l~."~-~:lJ~.~~"r&j~~i!~i~~S:~~r-.-~.--~ . . 1 .1I,m~'l';~lm ~iI;'r~-I'xt, 7 . . . . . ""- httPllh<)Mc.mi~QSO - WrW.b3: - - ----I:p'#~-~Ll~=,~,:~,..~._,__.... ....._~_.__.,__ ~_~,.. f T'fPil:t'heHllOl'::~~MIrilii ht:tp'II_.~,t:OffI/ f3(~_fOr' r~"-:--:'-'--'~':' - - - N.tp:J~.ri:rOsoft.wmI I.-~? http:/t-<~.comI , -F,__ http://_._thost~.rom \ 'l-tt: .~.(om I ~..r.:: .....,'-.'-".-- :f~.~.com {nRfted. ;J~.~.cotn :"(ri6' --tol:l:l)1/~,,,,,*^.(Om(e~~.as ._,t'tl:p:I1_.MetS<:...(()ftI ",",., I --...1 ~... h "" II e<<"" . . -~~, Jot.... ~ (\)1....",..... '- ...PQIliI...IJI!~.J../J.....""e.!iil.i If'..,.,'#,!, $' pit tn <cI - fk:< ~lf..i7T 'f5VR .rar-i ... ...""Ii):;O fS "-" I, i!!J-.,............llfl._........k"'- @)".......-...I The English Center ra-:--l-Z:S8~ 58 Lesson: Pasting a Hyperlink into a Document You can select the text and paste it as a hyperlink into another document, where it will appear as blue, underlined text. In that other document, clicking on this blue, underlined text will open the original document from which you copied the text. To paste a hyperlink into a document, use the following steps: 1. Copy the text that you want to paste into the document as a hyperlink. 2. Open the document into which you want to paste the hyperlink. 3. Click on the Edit menu and click on Paste as Hyperlink. Word pastes the link into your document. The English Center 59 Unit Performance Lab You want to modify some Word documents to help employees in your company access information about policies and procedures. Open the documents Profile, Home, and Orientation and complete the following documents. Save and close all three documents when you are finished. 1. Fill in the blanks in the following statements: is the computer language that allows you to embed hidden commands in what appears to be a normal text document. is the text that acts as a (ink to other pages. A(nl is a set or words and/or numbers needed to access a site on the Web. 2. Save the documents Profile and Orientation as HTML Qocuments. 3. In the document Home, insert links to the two documents Profile and Orientation. 4. Paste links at the end of both Profile and Orientation that will allow users to jump back to Home. . 60 The English Center t-..:V Performance Lab Answers 1. HTML (Hypertext Markup LanquaQe) is the computer language that allows you to embed hidden commands in what appears to be a normal text document. Hypertext is text that acts as a link to other pages. A(nl URL or address is a set of words and/or numbers needed to access a site on the Web. 2. In the Profile document, click on the File menu and click on Save as HTML. Click on Save. Switch to the Orientation document. Click on the File menu and click on Save as HTML. Click on Save. 3. In the Home document, select the word Orientation. Click on the Insert Hyperlink button. _ Click on the Browse button beside the Link to fl-le or URL box. Double-click on Orientation. Click on OK. Select the words Company Profile. Click on the Insert Hyperlink button. Click on the Browse button beside the Link to file or'URL box. Double-click on Profile. Click on OK. 4. Select the word Home at the top of the Home document. Click on the Copy button. Switch to Profile. Position the insertion point at the bottom of the document. Click on the Edit menu and click on Paste as Hyperlink. Switch to Orientation and position the insertion point at the bottom of the document. Click on the Edit menu and click on Paste as Hyperlink. The English Center 61