Word-Processing: Part II

1. Finalizing a Document Word-Processing: Part II

2. What’s Inside and on the CD? PYP002: Preparatory Computer Science • In this chapter, you’ll learn how to add finishing touches to your document, including: • Adding headers and footers • Setting margins • Incorporating graphics • Save your document in HTML format • Creating table of content • Adding comments and tracking changes 2

3. How do I use styles? PYP002: Preparatory Computer Science • Style consists of predefined formatting applied to selected text • Advantages of styles: • Consistency in formatting • Avoid design errors • Create style • click on Styles Dialog Box Launcher and then New Style • Remove style • Select text and then Select Normal style • Delete style • Click on Styles Dialog Box Launcher, Right-click style to delete, and then Click Delete, Click Yes, Click Close. 3

4. How do I use styles? PYP002: Preparatory Computer Science 4

5. How do I modify styles? 1. Select the style by browsing through the Quick Style List. 2. Right Click on the Selected Style and select modify from the menu. 3. Click Format and Select any option you want to change. 4. Click the OK button to apply the changes. PYP002: Preparatory Computer Science

6. How to delete a style? Select the Style you want to delete from the Styles Group on the Home Tab. Right-click the style you want to delete, and then click Remove. If you delete a paragraph style that you created, Microsoft Word applies the Normal style to all paragraphs that were formatted with that style and removes the style definition from the task pane. PYP002: Preparatory Computer Science

7. How do I work with outlines and other document views? PYP002: Preparatory Computer Science • Word provides several ways to viezw documents: • Format marks reveal hidden symbols that indicate paragraph breaks ¶, spaces ·, and tab stops . To display, click Show/Hide toolbar button • Print Layout View • Web Layout View • Outline View • Change views by clicking one of the View buttons in the lower-right corner of document window, or clicking View tab 7

8. How do I work with outlines and other document views? PYP002: Preparatory Computer Science • Outline view handy for organizing content • Assign outline levels to each title, heading, and paragraph • View any level of outline to get overview, or all details • Easy to rearrange sections to streamline document’s organization • Microsoft Word uses following conventions to indicate outline levels: • Plus sign indicates heading with subtext • Small solid circle indicates body text at lowest level of outline • Gray line under heading indicates subordinate text not displayed • Dash indicates heading without subordinate text 8

9. How do I work with outlines and other document views? PYP002: Preparatory Computer Science 9

10. How do I create headers and footers? PYP002: Preparatory Computer Science Header is text that appears at top of every page Footer is text that appears at bottom of every page Typically display title of document, current date, author’s name, and page numbers 10

11. How do I create headers and footers? PYP002: Preparatory Computer Science 11

12. How do I create headers and footers? PYP002: Preparatory Computer Science • Where headers and footers are displayed: • Print Layout View • Print Preview • On printed pages • Headers and footers preset tabs • A center tab in middle of page • A right tab near right margin • Pressing Tab key will move insertion point to next tab 12

13. How do I create headers and footers? PYP002: Preparatory Computer Science • Use Page Number button in the Header & Footer group to insert the page number • Use the Date & Time button in the Insert group to insert the current date and time • Click the Go to Header or Go to Footer button to switch between header and footer • Change the font and font style of page numbers just as you would with any other text 13

14. How do I insert page breaks and section breaks? PYP002: Preparatory Computer Science Page breaks occur when one page ends and the next begins When a page is full, Word automatically inserts page break You may “force” a page break at any point 14

15. How do I insert page breaks and section breaks? PYP002: Preparatory Computer Science • Section break, displayed as double dotted line, divides document into sections • You can apply different formatting to each section • To insert a break: • Click Page Layout tab • Click Breaks • Select type of break 15

16. How do I insert page breaks and section breaks? PYP002: Preparatory Computer Science 16

17. Can I insert photos into a document? PYP002: Preparatory Computer Science • Two types of graphics may be inserted: • Vector graphics • Bitmap graphics • Bitmap referred to as “picture” with extensions: .bmp, .png, .jpg, .tif, .gif • Insert pictures and other bitmaps from files stored in computer 17

18. Can I insert graphics into a document? PYP002: Preparatory Computer Science • To insert bitmap graphic: • Click Insert tab • Click Picture from Illustrations group • Use Open dialog to navigate to folder containing selection • Click to insert 18

19. Can I insert graphics into a document? PYP002: Preparatory Computer Science • To crop picture: • Select picture • Click Crop button on Size group • Drag edges to frame part you want • Adjust brightness, contrast, and color of picture: • Select graphic • Click Corrections button 19

20. Can I insert graphics into a document? PYP002: Preparatory Computer Science • Control text flow around picture in document: • Select picture • From Arrange group select Wrap Text button • Select choice from list • To delete a picture: • Click picture • Press Delete button 20

21. Can I insert graphics into a document? PYP002: Preparatory Computer Science 21

22. Can I insert line art into a document? PYP002: Preparatory Computer Science • Vector graphic, sometimes called “drawing,” created with basic shapes such as lines, curves, and rectangles • Clip art, logos, organizational charts created with vector graphics • To access Clip Art: • Click Insert tab • Click Clip Art in Illustrations group 22

23. Can I insert line art into a document? PYP002: Preparatory Computer Science • Word’s Shapes allow creation of vector graphics within document • To create complex drawings, combine several shapes within a rectangle call a “canvas” • To open blank canvas: • Click Insert tab • Click Shapes button • Click New Drawing Canvas 23

24. Can I insert line art into a document? PYP002: Preparatory Computer Science • Multiple shapes can be grouped together: • Hold down Ctrl key and select shapes • Right-click shapes • Point to Grouping • Click Group • Ungroup shapes by clicking Ungroup 24

25. Can I insert line art into a document? PYP002: Preparatory Computer Science • Use layers to make shapes appear to stack or appear in front or behind • To move a shape from one level to another: • Right-click shape • Choose Order • Select order from list • To control text flows around vector graphics: • Click Wrap Text from the Arrange group • Select an option from the list 25

26. Can I insert line art into a document? PYP002: Preparatory Computer Science 26

27. How do I set margins? PYP002: Preparatory Computer Science Margin settings typically apply to entire document, and are changed using Page Setup on the Page Layout tab Default margins are set to 1” on all sides Smaller margins allow for more text, larger margins reduce amount of text that will fit on page 27

28. How do I set margins? PYP002: Preparatory Computer Science 28

29. How do I set margins? PYP002: Preparatory Computer Science If using headers and footers, don’t set top and bottom margins too small or headers and footers will not print correctly Portrait orientation will display and print page vertically Landscape orientation will display and print page sideways 29

30. How do I set margins? PYP002: Preparatory Computer Science Paper tab is used to set paper size and how paper will feed into default printer Select appropriate paper size from Paper size list Layout tab is useful for creating different headers and footers for odd and even pages 30

31. How do I set margins? PYP002: Preparatory Computer Science • Other layout options allow you to: • Center text vertically on page • Insert line numbers • Add graphical elements such as borders to document • These formatting options can apply to entire document or to selected sections 31

32. Table of Contents If you have formatted the different sections of document by appropriate heading styles, the table of contents can be generated easily as shown below. PYP002: Preparatory Computer Science

33. Table of Contents PYP002: Preparatory Computer Science

34. Formatting Table of Contents In the previous example, each section heading is of Style “Heading 1” and the each sub section is of style “Heading 2” Note: The heading styles for the different section of your document must be formatted as explained above to generate the table of contents. Once the formatting is done, to insert table of contents choose Reference Tab Table of Content  Insert Table of Contents PYP002: Preparatory Computer Science

35. Formatting Table of Contents PYP002: Preparatory Computer Science

36. Can I track changes and insert comments in a document? PYP002: Preparatory Computer Science As document is revised, you can maintain record of original wording Track Changes feature maintains all deleted, changed, and inserted text – displays as contrasting color You may hide or display “changes” and integrate them by “accepting” them 36

37. Can I track changes and insert comments in a document? PYP002: Preparatory Computer Science Word’s comment feature allows insertion of “sticky notes” in document Comments displayed as balloons in margins, and displayed or hidden as needed 37

38. Can I track changes and insert comments in a document? PYP002: Preparatory Computer Science 38

39. Can I track changes and insert comments in a document? PYP002: Preparatory Computer Science • Before inserting comments or tracking changes: • Click the Review tab • Click Track Changes • To accept changes: • Highlight changed text • Click Accept in the Changes group • Click Accept Change button • To reject change, use Reject options in the Changes group 39

40. Can I track changes and insert comments in a document? PYP002: Preparatory Computer Science • To accept all changes: • Click Accept in the Changes group • Click Accept All Changes in Document • To reject all changes: • Click Reject in the Changes group • Click Reject All Changes in Document • To insert a comment: • Click New Comment on the Review tab • Type comment in the comment bubble displayed in the Markup Area 40

41. Is there a way to protect documents from unauthorized access? PYP002: Preparatory Computer Science • You can protect your documents in several ways • Encrypt the document so that it can be opened only when a valid password is entered 41

42. Is there a way to protect documents from unauthorized access? PYP002: Preparatory Computer Science 42

43. Is there a way to protect documents from unauthorized access? PYP002: Preparatory Computer Science • Allow anyone to open a document, but restrict the types of edits that can be made • Word’s Protect Document group 43

44. Is there a way to protect documents from unauthorized access? PYP002: Preparatory Computer Science 44

45. Is there a way to protect documents from unauthorized access? PYP002: Preparatory Computer Science • To deactivate document protection, use the Protect Document button to access the Restrict Formatting and Editing task pane • Scroll to the bottom and click the Stop Protection button 45

46. What other features can I use to finalize my documents? PYP002: Preparatory Computer Science • Borders and shading allow emphasizing text or parts of table • Border: Line or graphic drawn around page or section of text • Shading: Grayscale or color background applied to text or table cells • To apply borders and shading: • Click Home tab • Use Options on the Borders button • Use the Shading button 46

47. What other features can I use to finalize my documents? PYP002: Preparatory Computer Science • Theme is predefined set of coordinated styles, colors, and text options to be applied to existing documents • Word includes Apex, Metro, and Office themes • To chose theme: • Click Page Layout tab • Click Themes in the Themes group 47

48. What other features can I use to finalize my documents? PYP002: Preparatory Computer Science • AutoFormat allows automatic formatting • Examples are replacing fractions (1/4 with ¼) and formatting internet addresses as hyperlinks • To activate: • Click File tab • Click Options button • Click Proofing button • Click AutoCorrect Options button 48

49. What other features can I use to finalize my documents? PYP002: Preparatory Computer Science • Format Painter allows replication of formats between text sections • Click any text that has format to be replicated • Click Format Painter button • Click text where format is to be applied • If you double-click Format Painter button, it can be applied to several locations • To stop Format Painter click button again 49

50. What other features can I use to finalize my documents? PYP002: Preparatory Computer Science 50