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Learn how to create styles, automate formatting, and structure your document in Word 2010. Explore page margins, formatting marks, inserts like page breaks, section breaks, and page numbers. Discover the power of styles for a coherent and accessible document.
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Styles & Formatting Create Styles and Automate Formatting
Related Workshops • Ribbon & Quick Access Toolbar in Word • Reviewing Tools in Word
FSRC Workshops • Access workshop information and materials: http://www.csus.edu/irt/fsrc/workshops.html • Download Sample Files
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.
Pre-Requisites • Be familiar with basic Word 2010
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
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
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
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
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
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
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)
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
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?
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,
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
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
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
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
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
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
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
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
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
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