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Advance Formatting in Word

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  • 8/2/2019 Advance Formatting in Word


    Advanced Microsoft Word 2000

    Advanced Microsoft Word 2000Advanced Microsoft Word 2000

    Microsoft Word is a powerful word processing program that allows you to produce more than just

    text documents. This workshop will explore many advanced options in Microsoft Word 2000.

    Customizing AutoFormat/AutoCorrect

    1. Select FormatAutoFormat on the menu bar.2. Select the Options button.

    3. Use the tabs to view the different categories, and customize the options to your preferences

    by selecting or deselecting the corresponding check boxes (see Table 1).

    Table 1: AutoFormat/AutoCorrect Tabs

    Tab Description

    AutoFormat Customize automatic formatting, such as automatic bulleted lists, headings, andhyperlinks

    AutoText Can add or remove words you want to use as AutoText, meaning they

    automatically appear after you start typing the first couple of characters


    As You Type

    Can check or uncheck options that are applied as you type

    AutoCorrect Customize Words automatic corrections, can use the Exceptions button to define

    exceptions to the rules, can replace text (such as abbreviations and shortcuts)with other textcan customize by adding to or removing from the list

    Inserting Symbols1. Select InsertSymbol from the menu bar.2. Select the symbol or special character that you want and select Insert. You may use the

    dropdown menus to select different sets of symbols or characters. Additionally, you can

    use default keyboard shortcuts to insert certain symbols (see Table 2) and customize

    keyboard shortcuts for symbols.

    Table 2: Default Keyboard Shortcuts for Symbols

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    Symbol Keyboard Shortcut (c)


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    2. On the Font tab, there are a number of effects you can apply to your fonts:


    Double strikethrough








    Expanding or Condensing Character Spacing:

    1. Select FormatFont from the menu bar.2. Select the Character Spacing tab.

    3. Next to Spacing, select Expanded orCondensed from the dropdown menu.

    4. From the next dropdown menu, select the font point size that corresponds to the extent youwish to expand or condense the character spacing (See Table 3 for examples).

    Table 3: Character Spacing Examples

    Normal Character SpacingExpanded by 1 pt Character Spacing

    Condensed by 1 pt Character Spacing


    Kerning means decreasing space between any two adjacent letters. This can be useful forsome words that appear to have unequal spacing between certain characters (See Table 4).

    Table 4: Kerning Example

    Normal SAVE THE FILE


    Inserting and Formatting Tabs

    Tabs can provide customized formatting options for our document. After you insert tabs, use the

    Tab key on the keyboard to place text at the tab stops. The following are commonly used tabs:

    Left Tab Text is aligned left relative to the tabs location

    Right Tab Text is aligned right relative to the tabs location

    Center Tab Text is aligned center relative to the tabs location

    Decimal Tab Decimal is aligned center relative to the tabs location

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    Figure 2: Text Alignment with Tabs

    Inserting a Tab:1. Make sure the tab button at the top left of the window displays the tab selection that you

    want to use. If it doesnt, click on the tab button until the desired tab selection appears.

    2. On the ruler, place the mouse pointer where you want the tab positioned and click once.3. You can move the tab to a different location on the ruler by dragging and dropping.

    Deleting a Tab:

    1. Drag and drop the tab below the ruler.

    2. When you release the mouse button, it will disappear.

    Formatting Text Using Indents

    By moving indents via dragging and dropping, you can format specific lines or blocks of text.

    Figure 3: Indent Labels

    First Line IndentThis indent will indent the first line of text. This can be useful when completing a works

    cited/references page, depending on the citation style.


    Klimoski, R., & Palmer, S. (1993). The ADA and the hiring process in organizations.

    Consulting Psychology Journal: Practice and Research,45 (2), 10-36.

    Hanging IndentThis indent will indent the lines of text after the first line. This can be useful when completing aworks cited/references page, depending on the citation style.


    Klimoski, R., & Palmer, S. (1993). The ADA and the hiring process in organizations. Consulting

    Psychology Journal: Practice and Research,45 (2), 10-36.

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    Left IndentThis indent will indent the lines of all selected text. In other words, it changes the left margin ofthe text you highlight and only applies to the selected text. This can be useful for block quotes.


    When citing long quotations (that exceed three to four typed lines, depending on the

    citation style), use the block quote format. A block quote should have narrowermargins than the body of the text. Some citation styles require the text to be single

    spaced, while others accept the text to be double spaced. The number of spaces that

    the text needs to be indented depends on the citation style as well.

    Right IndentThis indent changes the right margin of the text you highlight and only applies to the selected text.


    Student Technology Services offers scheduled training sessions forstudents to attend to expand their technical knowledge and skills.

    Inserting Bulleted and Numbered Lists

    Inserting Lists:

    1. Click the Bulleted List button or Numbered List button on the formatting toolbar.2. Type the first entry and press ENTER.

    (If you want to start a new line without adding another bullet or number, hold down theSHIFT key while pressing ENTER.)

    3. Continue to type entries and press ENTER twice to end the list.

    4. Use the Increase Indent and Decrease Indent buttons on the formatting toolbar to

    create lists of multiple levels.

    NOTE: You can also type the text first, highlight the section, and press the Bulleted Listor Numbered List buttons to add the bullets or numbers.

    Formatting Lists:

    Using the Bullets and Numbering dialog box can change the bullet image and numbering format.See Figure 3 for bullet image options.

    1. Highlight the entire list to change all the bullets or numbers, or place the cursor on one line

    within the list to change a single bullet.

    2. To open the dialog box, select FormatBullets and Numbering from the menu bar, orright-click within the list and select Bullets and Numbering from the shortcut menu.

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    3. On the Bulleted tab, select the list style from one of the seven choices given. You can also

    select the Picture button or the Customizebutton to choose a different icon.4. On the Numbered tab, choose a numbered list style.

    5. ClickOKwhen finished.

    Figure 4: Bulleted List Image Options

    Inserting and Formatting Tables

    Tables can be useful for displaying certain information. You can change border styles and

    background colors, or you can even choose to show no borders.

    Inserting a Table:

    1. Go to TableInsertTable or select the Insert Table button on the Standard Toolbar.2. Select the number of columns and rows that you want.

    3. If you would like to insert additional rows and/or columns, click in the appropriate cell and goto TableInsert to select the desired option.

    Formatting a Table:

    1. If you would like the formatting to apply to the entire table, you only need to click inside atable cell. If you would like the formatting to apply to specific cells, you need to highlight

    those cells.2. Go to FormatBorders and Shading.3. Use the Borders and Shading tabs to select the desired formatting options.

    Inserting Rows and Columns

    Go to TableInsert and select eitherColumns to the Right, Columns to the Left, Rows Above, orRows Below.

    Deleting Rows and Columns

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    Click in the column or row that you want to delete, or select the column or row by highlighting it.

    Go to TableDelete and select Columns orRows.Merging CellsSelect the cells you want to merge. Go to TableMerge Cells.Splitting CellsSelect the cells you want to split. Go to TableSplit Cells.Drawing a Table:

    Drawing a table allows you to draw and erase table cells of varying heights and widths withWords pencil and eraser. You can apply formatting options as you draw the cells.

    1. Draw the table by selecting TableDraw Table from the menu bar. The cursor is now theimage of a pencil and the Tables and Borders toolbar has appeared (see Figure 5).

    2. Draw the cells of the table with the mouse. If you make a mistake, click the Eraser button anddrag the mouse over the area to be deleted. To draw more cells, click on the Draw Table


    Converting Text to Table or Table to Text:Figure 5: Tables and Borders Toolbar

    You can convert text to a table and vice versa. See Figures 6 and 7.

    TEXTTABLE1. Select TableConvertText to Table.2. Select the number of columns, the column width option, table format (optional), and how

    you want the text separated into columns.

    TABLETEXT1. Select TableConvertText to Table.2. UnderSeparate text with, click the option for the separator character you want to use in

    place of the column boundaries. Rows are separated with paragraph marks.

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    Figure 6: Text to Table Figure 7: Table to Text

    Performing Calculations:

    In a table, Word can perform many basic calculations with numeric figures, such as summing,

    multiplying, or averaging using a Formula dialog box. TIP: You can quickly add figures by using

    the Autosum button in the Tables and Borders toolbar.

    1. Click the cell in which you want the result to appear.

    2. On the Table menu, clickFormula (see Figure 8).

    3. If Word proposes a formula that you do not want to use, delete it from the Formula box.4. In the Paste function box, click a function. For instance, to multiply numbers, click


    5. In the Number format box, enter a format for the numbers. For example, to display thenumbers as a decimal percentage, click0.00%.

    6. Word inserts the result of the calculation as a field in the cell you selected. If you change the

    referenced cells, you can update the calculation by selecting the field and then pressing F9.

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    Figure 8: Formula Dialog Box

    7. To reference the contents of a table cell, type the cell references in theparentheses in the formula. For instance, to multiply the numbers in cells A1

    and B4, the formula would read =PRODUCT(a1,b4) .

    Table 5: Cell References in Formulas

    NOTE: To perform advanced calculations and/or create charts, use the Excel Table button.

    Inserting Fields and Field Codes

    Fields are used as placeholders for data that might change in a document and for creating form

    letters and labels in mail-merge documents. Some of the most common fields are the PAGE field,

    which is inserted when you add page numbers, and the DATE field, which is inserted when youclick Date and Time on the Insert menu and then select the Update automatically check box.

    Fields are inserted automatically when you create an index or table of contents by using the Indexand Tables command on the Insert menu. You can also use fields to automatically insert document

    information (such as the author or file name), to perform calculations, to create links and

    references to other documents or items, and to perform other special tasks.

    Field codes appear between curly brackets, or braces ( { } ). To display the results of field codes

    such as the results of calculationshide the field codes: click on ToolsOptionsView tab anduncheck the Field codes check box. Fields are somewhat like formulas in Microsoft Excelthe

    field code is like the formula, and the field result is like the value that the formula produces.

    You cannot insert field braces by typing characters on the keyboard. Fields are inserted when youuse particular commands, such as the Date and Time command on the Insert menu, or when you

    press CTRL+F9 and type the appropriate information between the field braces.

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    Inserting a Field:

    To insert a field, go to InsertField.

    Figure 9: Field Dialog Box

    Common Field Names:

    Table 6: Date and Time Category

    Field Name Description

    CreateDate Inserts the date and time that a document was first saved with its current name,

    according to the information that appears on FilePropertiesStatistics Tab

    Date Inserts the current date

    EditTime Inserts the total editing time, in minutes, since a document's creation from the

    Statistics Tab

    PrintDate Inserts the date and time that a document was last printed from the Statistics Tab

    SaveDate Inserts the date and time a document was last saved from the Statistics Tab

    Time Inserts the current time

    Table 7: Document Information

    Field Name Description

    Author Inserts the author name from FilePropertiesSummary Tab

    Comments Inserts contents of the Comments box on the Summary Tab for the activedocument or template.

    DocProperty Inserts the indicated document information that is currently entered inFileProperties

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    FileName Inserts the file name of the document, as recorded on FilePropertiesGeneral


    FileSize Inserts the documents size, in bytes, using information from the Statistics Tab

    Info Inserts information about the active document or template as recorded in


    Keywords Inserts contents of the Keywords box on the Summary TabLastSavedBy Inserts from the Statistics Tab the name of the last person who modified and saved

    the document.

    NumChars Inserts the number of characters in the document from the Statistics Tab

    NumPages Inserts the total number of pages in the document from the Statistics Tab

    NumWords Inserts the total number of words in the document from the Statistics Tab

    Subject Inserts contents of the Subject box from the Summary Tab

    Template Inserts the file name of the document's template from the Summary Tab

    Title Inserts the contents of the Title box from the Summary Tab

    Figure 10: Statistics Tab Figure 11: Summary Tab

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    Inserting Page Numbers and Section Breaks

    Sometimes you may have to complete an essay or report that requires you to use different page

    numbering or margin settings on certain pages. The following information provides instructions onhow to accomplish these tasks in Microsoft Word 2000.

    You must first insert a section break prior to the page you want to modify.

    Inserting a Section Break:

    1. Move the cursor to the end of the page prior to the page that you would like to modify. See

    Figure 12.

    Figure 12: Location to Insert Section Break

    2. Go to InsertBreakon the menu bar.

    Figure 13: Section Break

    3. Select Next Page under Section Break Types (see

    Figure 13).4. Select OK.

    Changing Page Formatting on a Different Page:

    1. After you insert the section break, go to the page

    where you want to alter the page number format and

    select the header or footer where the page number islocated.

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    2. On the Header and Footer toolbar, deselect the Same as Previous button (see Figure 14).

    3. Modify the page numbering.

    Figure 14: Same as Previous Button on the Header and Footer Toolbar

    Formatting Borders and Shading

    To insert or format borders and shading,

    1. Select Format

    Borders and Shading on the menu bar.2. Use the tabs to view the different categories (see Table 8), and customize the options to

    your preferences by selecting or deselecting the corresponding check boxes (see Figure15).

    Table 8: Borders and Shading Tabs

    Tab Description

    Borders Contains options for borders that surround text Example

    Page Borders Contains options for page borders

    Shading Contains options for shading text backgrounds Example

    Various page

    border stylesColor selection

    dropdown menu

    Margin options forpage borders

    Art/graphics for page borders

    Figure 15: Borders and Shading Dialog Box for Page Borders

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    Inserting and Formatting Text Boxes

    ext boxes are useful for many tasks, such as the following:

    Linking text boxes to make text flow from one part oft to another part

    flipping text boxes

    Changing text orientation and direction Formatting the text box to apply 3-D effects, borders,

    shadows, and fill colors

    o insert a text box, go to InsertText Box or select the Text Box icon on tho format a text box, select the Text Box and go to FormatText Box or right-click on thelected text box and select Format Text Box.

    nothe way to format a text box is to select the text box and use the Drawing Toolbar. If you do

    ot see the Drawing Toolbar, go to ViewToolbars and make sure there is a check by Drawing.he Drawing Toolbar (see Figure 16) enables you to immediately make formatting changes to the

    he following options:

    Example text box

    with a background

    color, border, anddrop shadow


    the documen

    Rotating and

    T e Drawing Toolbar.



    A r


    Ttext box. First select the text box; then you can use t



    2. Select the text box by clicking on it.

    ction and select OK.

    have to occur in a

    forward direction.

    Figure 16: Drawing Toolbar and Text Box Optio

    ing Text Direction:

    1. Insert a text box (see previous instructions). (You can also insert a table instead.)

    3. Go to FormatText Direction.4. Select the desired format for the text dire

    Linking Text Boxes:

    If you would like text from one text box to continue to another text box, youcan link the text boxes. You can link several text boxes in a story, and you

    can have multiple stories in a document. However, all the linked text boxesmust be contained in a single document. The links don't

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    To link text boxes, make sure you are in Print Layout View: go to ViewPrint Layout.1. Insert at least two text boxes (see previous instructions).

    2. Click in the first text box.

    3. On the Text Box Toolbar (see Figure 17), select the Create Text Box Linkbutton.


    columns, you would use the Columns button in the Standard toolbar.

    N lbar, select the text box and go to

    t Box.

    box that you want the text to flow to. (When you move the upright


    text boxes.or copy and paste the text into the first text box.

    reaking Text Box Links:

    make sure you are in Print Layout View: go to ViewPrint Layout.

    1. Click in the

    2. On the Tex

    OTE: If you do not see the Text Box Too

    ViewToolbarsTex4. Click in the empty text

    pitcher over a text box that can receive the link, the pitcher turns into a pouring pit

    5. Repeat the steps to link to additional6. Type the text in the first text box,


    To break a text box link,

    text box that you want the text to stop flowing from.

    t Box Toolbar, select the Break Forward Linkbutton .

    Figure 17: Text Box Toolbar



    D button and choose the desired effect.ns in

    the popup menu to make the corresponding toolbars appear. See Figure 18 and 19 for

    ar options.

    ng Shadow and 3-D Effects:

    Select the text box (or applicable object).

    2. On the Drawing Toolbar, select the Shadow or3For additional formatting options, select the Shadow Settings or3D Settings butto

    illustrations of the toolb

    Figure 18: Shadow Settings Toolbar Figure 19: 3-D Settings Toolbar

    ke for your entire document to be laid out in side-by-sideNOTE: If you would li

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    Inserting and Formatting Pictures and Clip Art

    Inserting Pictures:

    1. Go InsertPictureF2. Browse for the graphics file and select it.3. Sel

    4. You can resize the picture by clicking on it and using the double-headed arrows to drag thepicture to the desired size.


    to rom File.

    ect Insert.

    Inserting Clip Art:

    1. Go to InsertPictureClip Art.2. Find the desired Clip Art and select it.

    Select the Insert Clip Art button .

    You can resize the Clip Art by click4. ing on it and using the double-headed arrows to dragthe Clip Art to the desired size.

    Formatting Pictures and Clip Art:

    1. Select the picture or Clip Art by clicking on it.

    2. Go to FormatPicture.3. Use the tabs to make the desired formatting selections. The Layout tab has an Advanced

    button for advanced layout options. See Table 9 for formatting examples.

    4 olbarsPicture. SeeFigure 20 to learn about the options on the Picture Toolbar.

    able 9: Examples of Picture Formatting

    . For more formatting options, select the picture and go to ViewToT

    Fill Color Layout: Tight Layout: In front of text Layout: Behind textPicture: Watermark

    wrappingtransparent to be a faded

    I attend AASU. I am Armstrong

    ntic State University!s is AASUs

    has beenset to wrap on both sides.

    The compass will be in

    front of the text. You

    can see the text behind

    the compass image.This only works with

    images that have


    This picture has the

    watermark option

    selected. It also

    appears behind thetext. Because it is a

    watermark, it appears



    logo. The


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    Figure 20: Picture Toolbar

    and F ordArtInserting ormatting W

    In t:

    Picture ordArt or s ct the Insert WordArt on on theOK.

    at, select any other

    and Drawingick the WordA

    Drawing too2. Select the type of WordArt drawing object you want, and then click

    3. In the Edit WordArt Text dialog box, typ form

    options you want, and then clickOK.4. To add or change effects to the text, use the buttons on the WordArt

    toolbars. Th hen you cl rtspecial text.


    e WordArt toolbar (see Figur

    e the text you want to

    e 21) appears w

    serting WordAr

    1. Go to Insert W ele butt

    rdArt Toolbar Button DescriptionordArt

    Figure 21: WordArt Toolbar

    ormatting WordArt:

    ill appear, which allows you to make formatting

    tons that appear on the WordArt toolbar:

    Table 10: WordArt Toolbar Buttons and Descriptions


    After you insert WordArt, the WordArt toolbar w

    hanges. See Table 10 for descriptions of the butc

    WoInsert W Insert a new WordArt object

    Edit Text Change the WordArt text

    WordArt Gallery Change the WordArt design

    WordArt Shape Change the shape of the WordArt

    WordArt (see Figure 13) Make changes to the WordArt fill color/design and te


    Format xt

    Free R Rotate the WordArt object

    Text Wrapping Choose a text wrapping style

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    Same Letter Heights Make your characters the same height

    Vertical Text Change your text orientation to vertical

    Alignment Change the alignment of your WordArt

    Character Spacing Change the spacing between the WordArt characters

    On the WordArt toolbar, you can select the Format WordArt button to access additional

    rmatting options, such dvanced text wrapping choices.

    color, such as gradients or textures, select the Fill Effects option in the


    fo as fill color, size, and a

    To apply effects to the fill

    Color dropdown menu.

    Inserting and Formatting AutoS


    to InsertPictureAutoSh toShapes button

    Inserting Auto

    1. Go apes or select the Insert Auon the Draw

    2. Point to a shape you want.


    1. Use the b oolbar to format the AutoShap

    2. Select the Aut on it, and select Format AutoShape.

    TIP: If you er, right-click on the selected AutoShchoose Add Text a text box on top of the AutoShape.

    ing toolbar.

    category, and select the

    uttons on the Drawing t e, or

    oShape, right-click

    want to put text on a bann ape and, or you can insert

    ord Keyboard Shortcuts


    for Microsoft Word 2000Table 11: Keyboard Shortcuts

    Action Keystroke

    Open file CTRL+O

    New file CTRL+N

    Close a file CTRL+W

    Save CTRL+S or SHIFT+12Save As F12

    Print CTRL+P

    Help F1

    Find CTRL+F

    Replace CTRL+H

    Select AllEntire Document CTRL+A

    Select from cursor to beginning of line SHIFT+HOME

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    Select from cursor to end of line SHIFT+END

    Go to beginning of line HOME

    Go to end of line END

    Go to beginning of document CTRL+HOME

    Go to end of document CTRL+END

    Go to beginning of next word CTRL+Go to beginning of previous word CTRL+

    Cut CTRL+X

    Copy CTRL+C

    Paste CTRL+V

    Undo CTRL+Z

    Redo CTRL+Y

    Bold CTRL+B

    Italics CTRL+I

    Underline CTRL+U