Styles & Formatting: Create, Modify, and Automate Your Document

1. Styles & Formatting Create Styles and Automate Formatting

2. Related Workshops • Ribbon & Quick Access Toolbar in Word • Reviewing Tools in Word

3. FSRC Workshops • Access workshop information and materials: http://www.csus.edu/irt/fsrc/workshops.html • Download Sample Files

4. Announcements • We understand scheduling conflicts. Feel free to politely exit the room early if necessary. Please log out of your workstation. • We encourage you to ask questions, but if you find that you need further assistance, additional resources are available. Ask us after the workshop ends.

5. Pre-Requisites • Be familiar with basic Word 2010

6. Objectives • Learn the basics of formatting a document in Word 2010 • Learn what Styles are and why we use them • Learn how to create, apply, and modify Styles • Learn how Styles ensure an accessible document

7. Setting Up Your Document

8. Page Margins • Blank space around the edges of the page, • Determines how text and content will appear on page, • Printed document will reflect margin settings. Demonstration + Activity Create a custom margin

9. Formatting Marks • Formatting marks are non-printing characters that reveal the styles of the document • Tabs, spaces, breaks, paragraphs etc. End of Paragraph: Text¶ Heading: ▪Text Tab: → Text Space: Text∙text∙text Demonstration + Activity Turn on and off formatting marks and look closely at the page

10. The Navigation Pane • Organizes your writing hierarchically • Navigate document by headings • Will remain blank until Styles are applied • Browse by pages Demonstration + Activity Turn on the navigation pane and navigate your document by clicking on its headings

11. Page Numbers • Add page numbers from the gallery • Insert Tab > Header/Footer Group > Page Number • Number pages differently on different sections (i, ii, iii and 1, 2, 3) • Use section breaks and ensure that different sections are not linked Demonstration + Activity Insert page numbers using the gallery

12. Breaks • Insert a Page Break to force text to start at the beginning of the next page • Insert a Section Breakto apply different formatting styles within the same document

13. Page Break • Automatically added at end of each page • Manually add page breaks if you want content to start on different page • Insert > Pages > Page Break • Page Layout > Page Set Up > Breaks > Page • Useful to keep clean layout of content, • Use to prevent orphan and widow paragraphs at bottom and top of pages Demonstration + Activity Add a page break where needed (orphan paragraphs)

14. Section Break • Break apart formatting from one section to the next • Fence in formatting changes: page numbering, page orientation, columns to regular text, headers/footers • Removing break: text above break becomes part of section below break and is formatted like that text Demonstration + Activity Insert a section break

15. Styles

16. Document Structure • How is your document organized? • Contains a title? • Contains different sections? • Lists? • How should my document be read so that it is coherent?

17. Styles and Formatting • A Style is predetermined formatting for text in terms of: • Font purpose e.g. Heading, Paragraph, List • Font type, • Font size, • Spacing, • Indentation, • Font color,

18. Applying Styles • Apply Heading Styles to: • Major Headings • Section Titles • Anything that would appear on a TOC • Use Styles Group to format Headings • Paragraph Group adds the look but not the underlying structure! Demonstration + Activity Open the Styles Window

19. Add Heading Styles Scenarios: • Section text not yet formatted • Use styles window • Hover mouse over styles to determine formatting of style • Formatted Text • Update style to match selection • Retains original formatting but adds heading style structure Demonstration + Activity Add heading styles to unformatted section titles and update a style to match existing formatting

20. Modify A Style • Edit existing styles to meet your formatting needs. • Modify Style Window: • Font type and size • Indentation • Spacing etc. • All text with style applied will update automatically to reflect modifications. Demonstration + Activity Modify one of the applied styles

21. Style Sets • Choose from 10+ style sets in word • Save your applied styles as a Quick Style Set • Style Set available on your computer only • Styles (not the set) will become available on any computer you open the document • Automates your formatting with the click of a button Demonstration + Activity Save applied styles as a quick style set and apply it to sample document 2

22. Styles Provide Access • Headings add structure and context to your text • Screen reading software can detect the headings in the document • Styles are transferred over into other formats e.g. PDF and HTML Demonstration + Activity Open Navigation Pane and view the Styles structure + demo with Jaws

23. Inserting and Modifying Reference Tables • Through the use of Styles, Word allows you to generate your Table of Contents, List of Tables and List of Figures. Demonstration + Activity Insert and modify your table of contents

24. Summary • Set page margins and numbers • Page and Section breaks • Apply and modify styles • Automate formatting using quick style set and styles in general • Styles enable accessibility • Table of Contents

25. Safari e-Books @ Library • Go to library website and click advanced search • Enter a Search Term: “Microsoft Word” • Select “Electronic Bk” for Material Type and click submit. • Click on a search result and click “Connect to this resource online” • Safari Books Online will display content

26. Workshop Survey • Please provide your feedback by going to: http://www.csus.edu/irt/FSRC/surveys.html • Click the link to Workshop title attended • Complete Survey

27. Resources for Further Assistance Faculty Staff Resource Center www.csus.edu/irt/fsrc 916-278-6112 fsrc@csus.edu Service Desk www.csus.edu/irt/servicedesk 916-278-7337 servicedesk@csus.edu