Microsoft Word (part 2)

Processing Basics

Insertion Point Movement

You can quickly move to another location in your document by using the mouse and the scroll bars. With keys, the document scrolls automatically when you move the insertion point.

To move the insertion point by using the mouse:

1. Using the scroll bars, scroll until you reach the location you want. 2. Click the location where you want to position the insertion point.

To move by using the keyboard: When using the numeric keypad, make sure NUM LOCK is off.

TO MOVE PRESS One character to the left Left Arrow One character to the right Right Arrow One line up Up Arrow One line down Down Arrow One word to the left Ctrl + Left Arrow One word to the right Ctrl + Right Arrow To the end of a line END To the beginning of a line HOME To the beginning of the current paragraph Ctrl + Up Arrow To the beginning of the previous paragraph Ctrl + Up Arrow twice To the beginning of the next paragraph Ctrl + Down Arrow Up one screen Page Up Down one screen Page Down To the bottom of the screen To the top of the screen Ctrl + Page Down To the top of the previous page Ctrl + Page Up To the top of the next page Alt + Ctrl + Page Up To the top of the next page Alt + Ctrl + Page Down To the end of the document Ctrl + END To the beginning of the document Ctrl + HOME Go To Command F5 Go Back Shift + F5

Now, back to the typed paragraphs.

Move the cursor to the top of the paragraph you just typed. Add two blank lines by pressing Enter twice. Move cursor to top of document by pressing Ctrl + Home. Add the memo heading.

TO: All eBIZZERS FROM: eBIZ Education Team DATE: SUBJECT: Make your self computer literate with eBIZ education . Inserting Date To insert the current date, move the cursor to the line where you want to inser the date, and sSelect INSERT--> Date and Time, and then the date that is formatted the way you desire. Centering Text Word is preset to align text flush left with the left margin, producing a ragged right edge. However you have the option of centering text, aligning it along the right margin, or expanding the spaces in each line to align text at both the left and right margins. The alignment you select affects all text in the selected paragraphs. To center selected text: 1. Highlight the text to be centered. 2. On the Formatting Toolbar, select Center. Selecting Text Word lets you do a lot with text after you’ve typed it. You can change its appearance, move it around, delete it, and copy it. The first step is always to select the text you want to work with. You can drag your mouse pointer over the text while holding down the primary mouse button. There are shortcuts for selecting individual words, lines, sentences, and paragraphs. Depending on your system configuration, selected text will either change color or be surrounded by a gray or black background. You can select any amount of text, as already mentioned, by pointing to the area to be selected, holding down the mouse button, and dragging the mouse, highlighting text as you go. Once you let go of the button, the selected text will stay selected until you click the mouse in a different area of the screen. Select Word Double-click anywhere on a word to select the entire word and the space that follows it. To select adjacent words, drag after double-clicking on the first word of interest. Entire words will be selected when you drag this way. Select Entire Line 1. Move the mouse pointer to the selection bar (an invisible strip running down the extreme left edge of the document window). The mouse pointer will change from the I-beam to an arrow. 2. Click the primary mouse button only once. The entire line to the right of where you’ve clicked will be selected. 3. Continue dragging down to select additional lines. Select Entire Sentence 1. Hold down the Ctrl key while you click anywhere in the sentence of interest. 2. This also selects the sentence’s punctuation mark and the space following the sentence, if there is one. 3. Drag after you click this way to select additional sentences. Select Entire Paragraph 1. Triple-click anywhere in the paragraph after pointing to the paragraph. 2. Using the Selection Bar, move the mouse pointer to the selection bar (the invisible strip running down the extreme left edge of the document window). The pointer will become an arrow. 3. Double-click. The adjacent paragraph will be selected. Select Entire Document 1. Move mouse pointer to the selection bar at the left edge of the document and the pointer will become an arrow. 2. Hold down the Ctrl key and click. The entire document will be selected. Alternately, triple-click on the selection bar to select the whole document. Selecting Rectangular Areas 1. Hold down Alt key while you drag to mouse to select rectangular areas (like columns in a tabbed list). Deleting Text Press Backspace key immediately after typing character. Select text, and press Delete. Use Clear command on Edit menu to delete single character or select text, the Edit-->Clear. Tabs For creating lists in columns, the easiest way is to create a table. But to create quick, relatively simple lists, tabs can be very useful. Word offers five specialized types of tab stops: • Left - Text typed at these tab stops bumps up against the left edge of the stop. • Center - Center your text around the tab stop. • Right - Position whatever you type to the left of the tab stop. This is a great way to type long lists of numbers and have them line up. • Decimal - Align columns of numbers on the decimal point and are perfect for simple financial reports. • Bar - Creates nice, thin vertical lines that separate columns. You can only specify bar tabs from the Tabs dialog box. The bar is not an actual tab stop (you can’t use them to place text), but they can be placed and moved like stops. Setting Tab Stops with the Ruler Bar You can set custom tabs as you type or you can use the standard 1/2" tabs initially and then go back to fine tune. Here are the general steps: • With the ruler in view, click the button at the left edge of the horizontal ruler repeatedly until it shows the icon for the desired tab stop type (Left, Right, Decimal, or Center.) • Click on the ruler where you want to place a tab stop. If you make a mistake, drag the stop off the ruler and try again. • When you type, press the Tab key to move the insertion point to the new tab positions. To move tab stops before you’ve entered text, simply point to the stop you need and drag to the right or left. If you have already entered text that uses the tab stops you want to move, first select all of that text before moving the tab stop. Setting Tab Stops with the Tabs Dialog Box Although using the ruler is easy, you may want to use the Tabs dialog box for some projects. It provides ways to set tab stops precisely and it offers some additional tab-related options. Select FORMAT --> TABS, or select FORMAT--> PARAGRAPH-->TABS. Remember to select all the intended text and paragraph markers before you move tab stops. You can only add Tab Leader characters from the Tabs dialog box. Leader characters make it easy to read wide, sparsely populated lines without losing your place. Word’s leader characters are dots, dashes, and solid lines. To create leaders, follow these steps: • Select the paragraph(s) to be used. • Click on the tab where you want the leaders. • Choose the leader style you desire from the Tabs dialog box. • Click OK. Changing the Fonts To change the font with the mouse, you can either select from Format, Font and choose from the displayed menu, or you can use the Format Toolbar (the one showing the name of the font currently being used, as well as the font size), and make selections directly from it. You can also select an item and choose from the toolbar icons; B to bold, I to italicize, or U to underline. Changing Font and Font Size with Keyboard Commands TO PRESS Change the font Ctrl + Shift + F Change the font size Ctrl + Shift + P Change the font size to the next available size Ctrl + Shift + > Decrease the font size to the previous available size Ctrl + Shift + < Changing Text Formatting with Keyboard Commands TO PRESS Change the case of letters Shift + F3 Create all capital letters Ctrl + Shift + A Make text bold Ctrl + B Underline text Ctrl + U Underline single words Ctrl + Shift + W Double underline words Ctrl + Shift + D Apply hidden text format Ctrl + Shift + H Italicize text Ctrl + I Create small capital letters Ctrl + Shift + K Apply subscripts (auto spacing) Ctrl + = Apply superscripts (auto spacing) Ctrl + Shift + = Remove formatting applied by using shortcut keys or menu commands (plain text) Ctrl + Shift + Z Display non-printing characters Ctrl + Shift + * Working with Paragraph Paragraphs Open Microsoft Word. In the lesson that follows, you will learn various ways to format a paragraph. When you are formatting a paragraph, you do not need to highlight the entire paragraph. Placing the cursor anywhere in the paragraph enables you to format it. After you set a paragraph format, subsequent paragraphs will have the same format unless you change their format. You will need text to work with to perform the exercises for this lesson, so type the following exactly as shown. End paragraphs where you see the end-of-paragraph marker (). Press Enter once to end the paragraph, but do not leave spaces between paragraphs. You will set the space between paragraphs during the exercise. Do not press Enter to move to a new line -- Microsoft Word automatically wraps at the end of a line. Sample Paragraphs ¶ We will use this paragraph to illustrate several Microsoft Word features. It will be used to illustrate Space Before, Space After, and Line Spacing. Space Before tells Microsoft Word how much space to leave before the paragraph. Space After tells Microsoft Word how much space to leave after the paragraph. Line Spacing sets the space between lines within a paragraph. We will use this paragraph to illustrate some additional Microsoft Word features. It will be used to illustrate first-line indent. With first-line indent, you can indent the first line of your paragraph. We will also look at indentation. Indentation enables you to indent from the left or right margin of your document. Space Before and Space After Space Before sets the amount of space before the paragraph. Space After sets the amount of space after the paragraph. Following are the sample paragraphs with Space After set to 12 pt. The exercises that follow give you a chance to see how Space Before and Space After work. Example -- Space After Sample Paragraphs ¶ We will use this paragraph to illustrate several Microsoft Word features. It will be used to illustrate Space Before, Space After, and line spacing. Space Before tells Microsoft Word how much space to leave before the paragraph. Space After tells Microsoft Word how much space to leave after the paragraph. Line Spacing sets the space between lines within a paragraph. We will use this paragraph to illustrate some additional Word features. It will be used to illustrate first-line indent. With first-line indent, you can indent the first line of your paragraph. We will also look at Indentation. Indentation enables you to indent from the left and/or right margins of your document. Space Before Highlight the title of the sample text: "Sample Paragraphs." 1. Choose Format > Paragraph from the menu. 2. Choose the Indents and Spacing tab. 4. Click OK. You now have 18 points before "Sample Paragraph." Space After 1. Highlight all of the text you typed (the title and both paragraphs): 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Enter 12 pt in the After field. 5. Click OK. You now have 12 points after each paragraph. Line Spacing Line Spacing sets the amount of space between lines within a paragraph. Single spacing is the default. The spacing for each line is set to accommodate the largest font on that line. If there are smaller fonts on the line, there will appear to be extra space between lines where the smaller fonts are located. At 1.5 lines, the Line Spacing is set to one-and-a-half times the single-space amount. For double-spaced lines, the line spacing is set to two times the single-space amount. 1. Highlight the first paragraph you typed, starting with "We will use" and ending with "within a paragraph." 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Click to open the drop-down menu on the Line Spacing field. 5. Click 1.5 Lines. 6. Click OK. Your line spacing for the paragraph is now 1.5. First-Line Indent This exercise demonstrates how you can indent the left side of the first line of your paragraph, as in the following example. Example -- First-line Indent The first-line indent feature indents the first line of the paragraph. The amount of the indent is specified in the By field. The remainder of the paragraph is indented by the amount specified in the Indentation field. 1. Highlight the second paragraph you typed, beginning with "We will use" and ending with "of your document." 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Click to open the drop-down menu on the Special field. 5. Click First Line. 6. Enter 0.25" in the By field. 7. Click OK. The first line of your paragraph is now indented .25 inches. To remove the first line indent: 1. Place the cursor anywhere in the paragraph. 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Click in the Special pull-down menu; then Click None. 5. Click OK. Indentation Indentation allows you to indent your paragraph from the left or right margin. The following examples show different types of indentation. Example -- Indentation We will use this paragraph to illustrate several Word features. We will illustrate Space Before, Space After, and Line Spacing. Space Before tells Word how much space to leave before the paragraph. Space After tells Word how much space to leave after the paragraph. Line Spacing sets the space between lines within a paragraph. We will use this paragraph to illustrate some additional Word features. We will illustrate first-line indent. With first-line indent, you can indent the first line of your paragraph. We will also look at Indentation. Indentation enables you to indent from the left or right margins of your document. 1. Highlight the second paragraph, beginning with "We will use" and ending with " of your document " 2. Choose Format > Paragraph from the menu. 3. Type 1" in the Left field. 4. Type 1" in the Right field. 5. Click OK. Your paragraph is now indented one inch from both the left and right margins, as in the example. Alignment Microsoft Word gives you a choice of several types of alignment. Left-justified text is aligned on the left side. It is the default setting. Example -- Left-Justified Sample Paragraph This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. Right-justified text is aligned on the right side. Example -- Right-Justified Sample Paragraph This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. . Centered text is centered between the left and right margins Example -- Centered Sample Paragraph This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. Example -- Justified Sample Paragraph This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. The following exercises demonstrate how to justify text. Right-Justify 1. Return to the first paragraph you typed, beginning with "We will use" and ending with "within a paragraph." Highlight the paragraph. 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Click to open the Alignment pull-down menu. 5. Click Right. 6. Click OK. The paragraph is now right-aligned. Left-Justify 1. Highlight the first paragraph you typed, beginning with "We will use" and ending with "within a paragraph." 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Click to open the Alignment pull-down menu. 5. Click Left. 6. Click OK. The paragraph is now left-aligned. Alternate Method -- Right-Justify by Using Keys 1. Highlight the text. 2. Press Ctrl-r. The paragraph is now right-aligned. Alternate Method -- Left-Justify by Using Keys 1. Highlight the text. 2. Press Ctrl-l. The paragraph is now left-aligned. Alternate Method -- Right-Justify by Using the Icon 1. Highlight the text. 2. Click the Align Right icon . The paragraph is now right-aligned. Alternate Method -- Left-Justify by Using the Icon 1. Highlight the text. 2. Click the Align Left icon . The paragraph is now left-aligned. Center - Using the Menu 1. Highlight the first paragraph you typed, beginning with "We will use" and ending with "within a paragraph." 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Click to open the Alignment pull-down menu. 5. Click Centered. 6. Click OK. The paragraph is now centered. Justify - Using the Menu 1. Highlight the first paragraph you typed, beginning with "We will use" and ending with "within a paragraph." 2. Choose Format > Paragraph from the menu. 3. Choose the Indents and Spacing tab. 4. Click to open the Alignment pull-down menu. 5. Click Justified. 6. Click OK. The paragraph is now justified. Alternate Method -- Justify and Center by Using Keys 1. Highlight the text. 2. Press Ctrl-e. The text is now centered. 3. Press Ctrl-j. The text is now justified. Alternate Method -- Justify and Center by Using the Icon 1. Highlight the text. 2. Click the Center icon . The text is now centered. 3. Click the Justify icon . The text is now justified. Hanging Indent The hanging indent feature indents each line except the first line by the amount specified in the By field, as shown in the example. Example: Hanging Indent Hanging Indent: The hanging indent feature indents the first line of the paragraph from the margin by the amount specified in the Left field. The amount in the Left field plus the amount specified in the By field indent all subsequent lines. Using Word Styles Styles Styles define the appearance of various text elements in your document (e.g., headings, captions, body text). You can apply character or paragraph formatting or both in one simple operation. Templates allow you to apply preformatted styles. Word provides many templates in the Style Gallery. • Character and Paragraph Styles • Word Templates • Style Gallery Character and Paragraph Styles In Word, there are two main types of styles you can create and apply: character styles and paragraph styles. Character styles Includes any of the options available from the Font dialog box, such as bold, italic, and underline. Character styles store only character formatting and apply to selected text or to the entire word containing the insertion point. Paragraph styles Includes character and paragraph formatting, tab settings, paragraph positioning, borders, and shading. Paragraph styles store both character and paragraph formatting and apply to selected paragraphs or the paragraph containing the insertion point. Formatting Paragraph Character Font X X Font Size X X Font Enhance X X Line Spacing X Margins X Tab Setting X Borders X Word Templates Word automatically saves any styles that are being used by the active document. A template is a collection of styles, keyboard assignments, and toolbar assignments saved to a file. By storing styles in a template, the styles are available for use when you access that template. You can save time and effort by creating new documents based on templates designed for a frequently used type of document. Word provides templates for many common types of documents. You can use these templates just as they are, you can modify them, or you can create your own templates. Word automatically bases new documents on the Normal template unless you specify another template. For more information, refer to Working with Templates. Some useful templates include the following: Agenda Letter Memo Report Calendar Newsletter Resume Thesis Style Gallery Each document you create is based on a template. When you create a new document, the styles that belong to the selected template are copied into that document. Each template contains a set of standard styles, most of which are available with all Word templates. Styles in one template may differ from those in another. You can use the Style Gallery command to preview and then change the appearance of a document by switching the style definitions to those of another template. When you change the styles in the Style Gallery, you are copying the style formatting from the new template into the active document. You are not replacing the template; you are only replacing the style definitions. Once you have applied styles to your document text, you can use the Style Gallery to preview and change the overall appearance of a document. When you preview a document, you can select different templates and see how the document would look if you used styles from those templates. Using the Style Gallery 1. From the Format menu, select Theme... The Theme dialog box appears. 2. Click STYLE GALLERY... The Style Gallery dialog box appears. 3. From the Template scroll box, select the desired template 4. To preview the styles in different ways, select one of the following Preview options: Preview Option Function Document Displays the active document as it will look formatted with the styles from the selected template. Example Displays a sample document formatted with the styles from the selected template. Style samples Displays sample text formatted with the styles from the selected template. 5. To update the styles in the active document, click OK To return to your document without making any changes, click CANCEL Creating, Accessing and Applying Styles Creating a Style The process of using styles of your own involves two steps. First you create the style, specifying formatting choices like paragraph indentations, line spacing, font, and font size. Second, you apply that style to other characters or paragraphs in your document. You can create paragraph styles in two ways: by example or by using the Styles and Formatting task pane. Style by Example To create a style by example, you must first format a paragraph the way you want it, and then create a style based on the formatting in that paragraph. As you format your first paragraph (the one you will be using as an example to create a style), remember that paragraph styles also contain character formatting. Character formatting includes the font, size, etc. If your example paragraph contains left and right indents and a border, those formatting choices will also be part of your style. 1. Format your example paragraph using character or paragraph formatting, borders and shading, frames and positioning, and tabs For example, if one word in your paragraph is bold, every word in your new style will be bolded. 2. Place your insertion point within the newly formatted example paragraph In the Styles and Formatting task pane, a style has been created and is selected. 3. To name the new style, a. From the pull-down list of the selected style, select Modify... b. In the name text box, type a new name for the style c. click OK Using the New Style Dialog Box If you want to create styles before you use them rather than creating them by example, use the New Style dialog box. Using this feature, you name a style, define its formatting characteristics, and select options, such as whether to base the style on another style, whether to follow it with another style, and whether to add the style to the current template. You can also import and export styles to and from other documents and templates. When you create a style by using the New Style dialog box, you have the option to apply that style to the currently selected paragraph, or simply add it to the list of styles you created for your document or your template. 1. Access the Styles and Formatting task pane 2. Click NEW STYLE The New Style dialog box appears. 3. In the Name text box, type a name for the new style All names are case sensitive, so be sure to type it in exactly as you want it. 4. To create a character style, in the Properties section, from the Style type pull-down list, select Character To create a paragraph style, in the Properties section, from the Style type pull-down list, select Paragraph 5. OPTIONAL: From the Style based on pull-down list, select an existing style to base the new style on NOTE: To create a completely new style, select (no style). 6. In the Formatting section, make the appropriate adjustments for your style 7. OPTIONAL: To make additional formatting selections, a. Click FORMAT A list of formatting selections appears. b. Select the attribute you want to change A dialog box appears corresponding to the attribute you chose EXAMPLE: Font dialog box, Paragraph dialog box c. Complete the corresponding dialog box d. Click OK To do more formatting, repeat steps 7a-7d. 8. Click OK To create additional styles, repeat steps 2-8. Accessing the Styles The Styles and Formatting task pane is used extensively when working with styles in Word. Styles can be quickly set, applied, and modified by using the task pane. 1. From the Formatting toolbar, click STYLES AND FORMATTING The Styles and Formatting task pane appears. Applying Your Own Style You can apply a paragraph or a character style by selecting a style name from the Styles and Formatting task pane, or by using the Formatting toolbar. Applying Your Own Style: Task Pane Option 1. Access the Styles and Formatting task pane 2. Select the text you wish to apply the style to 3. From the Pick formatting to apply section, select the style you want to apply The style is applied. Applying Your Own Style: Toolbar Option 1. Select the text you wish to apply the style to 2. On the Formatting toolbar, from the Style pull-down list, select the style you want to apply Modifying a Style When you modify a style, all the text that has been formatted with that style is updated to reflect the changes you have made. Suppose that you finish a 35-page report with many subheadings formatted with a style called Subhead, which includes 18-point, bold, Arial, and centered text. Now you decide that the subheadings should be smaller and justified left. Simply modify the Subhead style to reflect the new formatting and all the text within the Subhead style will change. Each time you begin a new document based on the Normal template, Word uses the Normal style to determine the font, font size, line spacing, and other formats. If you find that you are always changing the font, the point size, or some other aspect of the Normal style, you can change its default format settings. If you are working in a lab, Word may not permanently update the Normal template. 1. Access the Styles and Formatting task pane 2. On the Styles and Formatting task pane, under the Pick formatting to apply section, move your pointer over the style you wish to modify an arrow for a pull-down list appears. 3. From the pull-down list, select Modify... The Modify Style dialog box appears. 4. In the Properties section, make the desired changes 5. In the Formatting section, make the desired changes 6. To make more extensive changes, a. Click FORMATA list of formatting selections appears. b. Select the attribute you want to change A dialog box appears corresponding to the attribute you chose EXAMPLE: Font dialog box, Paragraph dialog box c. Complete the corresponding dialog box d. Click OK To do more formatting, repeat steps 6a-6d. 7. Click OK To modify additional styles, repeat steps 3-7. Deleting a Style When you delete a paragraph style that you created, Word applies the Normal style to all paragraphs formatted with that style. If you delete a character style you created, Word removes the style formats from any text that you applied the character style to. NOTE: Not all built-in styles can be deleted. 1. Access the Styles and Formatting task pane 2. On the Styles and Formatting task pane, under the Pick formatting to apply section, move your pointer over the style you wish to delete An arrow for a pull-down list appears. 3. From the pull-down list, select Delete... A confirmation dialog box appears. 4. To confirm that you want to delete the style, click YES The style is deleted. Clearing All Formatting There may be times when you want to clear all formatting from selected text or even an entire document. It may be that you are working with text from another source, or you just want to start fresh with unformatted text. 1. Access the Styles and Formatting task pane 2. Select the text you want to remove the formatting from HINT: To select all the text in your document, press [Ctrl] + [A]. 3. From the Pick formatting to apply section, select Clear Formatting All formatting is removed from the selected text. Style Options Using style options can help to ease your workload and improve consistency within and across documents. With these options, you can format with styles automatically, create a style based on an existing style, apply a new style to a paragraph, and display or hide style names. • Applying Styles with AutoFormat • Creating a Style Based on an Existing Style • Applying a Style to the Next Paragraph • Displaying or Hiding Style Names Applying Styles with AutoFormat After you create a document, you can use the AutoFormat command to quickly apply an attractive format to your document. Word automatically formats each paragraph by applying a built-in style. Once Word has formatted text with a style, you can modify any of the style applications by reviewing the changes individually in the AutoFormat dialog box. You may also redefine the styles by using the Styles and Formatting task pane. For more information on formatting styles, refer to Advanced Style Options. No Review 1. To format the entire document, position the insertion point anywhere in the document To format a section, select the text you want to format 2. From the Format menu, select AutoFormat... The AutoFormat dialog box appears. 3. Select AutoFormat now 4. Click OK Word automatically formats the document. Adjusting AutoFormat Options You can customize the built-in AutoFormat styles before using the AutoFormat command. For example, you might not want to replace ordinals with superscript or apply the automatic bullet style that Word applies to bulleted lists. You can choose which built-in automated features to apply in the AutoCorrect dialog box. 1. To format the entire document, position the insertion point anywhere in the document To format a section, select the text you want to format 2. From the Format menu, select AutoFormat... The AutoFormat dialog box appears. 3. To customize AutoFormat built-in styles, click OPTIONS... The AutoCorrect dialog box appears. 4. On the AutoFormat tab, select the options to apply 5. Click OK You are returned to the AutoFormat dialog box. 6. Select AutoFormat now 7. Click OK Word automatically formats the document including the updated styles. Review Changes 1. To format the entire document, position the insertion point anywhere in the document To format a section, select the text you want to format 2. From the Format menu, select AutoFormat... The AutoFormat dialog box appears. 3. To review changes individually, select AutoFormat and review each change 4. Click OK Word displays the second AutoFormat dialog box 5. To review and revise changes one by one, a. Click REVIEW CHANGES... The Review AutoFormat Changes dialog box appears. b. To select individual changes, click FIND NEXT or FIND PREVIOUS c. If you do not like the change that AutoFormat has made, click REJECT You may also modify a style. NOTE: If you accidentally reject a change you wanted to keep, click UNDO. d. When done reviewing the changes, click X in the upper right hand corner 6. If you do not like the style template Word applied, a. Click STYLE GALLERY… The Style Gallery dialog box appears. HINT: For more information about switching style definitions to another template, refer to Style Gallery. b. From the Preview section, select a preview format for your document c. From the Template scroll box, select a template style you would like to preview d. To apply the template style, click OK 7. To accept the changes in the AutoFormat dialog box, click ACCEPT ALL To discard the changes, click REJECT ALL Creating a Style Based on an Existing Style You may need a group of styles that are similar to each other but have slight variations. You can create a "family" of styles based on one foundation style. Using the Styles and Formatting task pane, you can access the New Style dialog box to base one style on another style. For instructions, refer to Creating a Style Using the New Style dialog box in Style Basics. Applying a Style to the Next Paragraph Often a paragraph formatted with a particular style is routinely followed by a paragraph with another specific style. When you press [Enter] to end the first paragraph, Word can apply a specific style to the following paragraph. For example, headings are usually followed by Normal text. 1. On the Styles and Formatting task pane, under the Pick formatting to apply section, move your pointer over the style you wish to use for the initial paragraph NOTE: If the Styles and Formatting task pane does not appear, from the Format menu, select Styles and Formatting... An arrow for a pull-down list appears. 2. From the pull-down list, select Modify... The Modify Style dialog box appears. 3. In the Properties section, from the Style for following paragraph pull-down list, select the style you want to apply to the next paragraph 4. Click OK Displaying or Hiding Style Names To see which paragraph styles are applied to text, you can display style names at the left side of the document window. Word displays the style names in Normal and Outline view only. 1. From the View menu, select Normal or Outline 2. From the Tools menu, select Options… The Options dialog box appears. 3. Select the View tab 4. To display style names, under Outline and Normal options, in the Style area width text box, type 1" To hide style names, under Outline and Normal options, in the Style area width text box, type 0" HINT: You can also hide the style area by dragging the style area boundary to the left until the style names are no longer visible. You must be in your document in Normal or Outline view to hide the style area in this manner. 5. Click OK Advanced Style Options Using style options can help to ease your workload and improve consistency within and across documents. With advanced options, you can rename styles, work with aliases, update styles across documents, and add keyboard shortcuts for styles. The Styles and Formatting task pane is very useful when working with styles.. • Renaming Styles • Assigning Keyboard Shortcuts • Updating Styles across Documents Renaming Styles Renaming styles does not affect your text, but it changes the style name throughout your document. Renaming styles can make it easier to remember or to access them. You cannot rename a built-in style, but you can assign a keyboard shortcut to it. 1. On the Formatting toolbar, click STYLES AND FORMATTING The Styles and Formatting task pane appears. 2. In the Pick formatting to apply scroll list, right click the desired style » select Modify... The Modify Style dialog box appears. To rename the style, in the Name text box, type a new style name EXAMPLE: Type Green Font NOTE: You cannot rename a built-in style, but you can assign a keyboard shortcut to it. 3. Click OK The style is renamed. Assigning Keyboard Shortcuts You can quickly apply the styles you use most often by assigning shortcut key combinations. Then, any time you want to apply a frequently used style, all you must do is press a key combination to apply the style to selected text. Before you create shortcuts for your styles, you should determine what styles are already built in to Word's template. Word may already have a shortcut key for the desired style(s). Assigning a Shortcut When assigning shortcut keys, the [Ctrl] key is already assigned to the majority of the shortcut keys built into Word. You may want to use [Ctrl] + [Alt] or [Shift] + [Alt] and a letter. HINT: It is easier to remember key combinations if you use the first letter of style names. 1. On the Formatting toolbar, click STYLES AND FORMATTING The Styles and Formatting task pane appears. 2. In the Pick formatting to apply scroll list, right click the desired style » select Modify... The Modify Style dialog box appears. 3. Click FORMAT » select Shortcut key... The Customize Keyboard dialog box appears. 4. In the Press new shortcut key text box, press the desired shortcut key combination EXAMPLE: Press [Alt] + [Shift] + [B] The Currently assigned to prompt appears in the dialog box. HINT: The Currently assigned to prompt tells you whether the chosen key combination is currently assigned to another use in Word. If you see an existing description for that particular key combination, you can overwrite the existing Word key assignment or you can try another combination until the Currently assigned to prompt tells you that it is unassigned. 5. To assign the shortcut key to the style, click ASSIGN 6. To return to the Modify Style dialog box, click CLOSE 7. To return to your document, click OK Using a Shortcut 1. To apply a style with a shortcut, select the text to be formatted 2. Press the shortcut key combination The style is applied to the selected text. Removing a Shortcut 1. On the Formatting toolbar, click STYLES AND FORMATTING The Styles and Formatting task pane appears. 2. In the Pick formatting to apply scroll list, right click the desired style » select Modify...; The Modify Style dialog box appears. 3. Click FORMAT » select Shortcut key... The Customize Keyboard dialog box appears. 4. In the Current keys text box, select the shortcut key combination 5. To remove the shortcut key combination, click REMOVE 6. To return to the Modify Style dialog box, click CLOSE; 7. To return to your document, click OK Updating Styles If you create a group of documents based on the same template, make sure any change to a style is reflected in each document using that template. For example, if you are writing a book with each chapter in a separate file, you may want any style changes to be copied to each of the document files. When you use the Automatically Update Document Styles feature, Word copies the attached template styles to the documents each time you open them. The Automatically Update Document Styles feature follows these rules: • Styles in the template with the same name as a style in the document override the document style. The template style replaces the document style. • Styles not found in the document are copied from the template to the document. • Styles found in the document but not in the template are left unchanged. NOTE: Make sure that you use identical style names in each of the documents; otherwise, the styles will not be properly updated. Updating Styles Automatically Word creates styles automatically as you type. The type of formatting and text placement is detected and those styles are applied. For example, if you type a few words on a single line, increase the font size, and center the line, Word can automatically apply the style corresponding to that formatting. 1. From the Tools menu, select AutoCorrect Options... 2. Select the AutoFormat As You Type tab 3. At the bottom of the list under Automatically as you type, select Define styles based on your formatting 4. Click OK Updating Styles Each Time a Document Opens 1. Place the insertion point in the document to be updated automatically 2. From the Tools menu, select Templates and Add-Ins... The Templates and Add-ins dialog box appears. NOTE: The template attached to the current document is named in the Document template text box. 3. To update your styles, select Automatically update document styles 4. Click OK Style Organizer With Organizer, you can copy styles from one document or template to another. This makes creating documents easier since you do not have to create or modify the same style twice. If you are copying a style with the same name as an existing style in the document or template, you must rename the copied style. If you have several styles you are not using, you can delete them. Use Organizer to copy or delete several styles at once. • About the Organizer Dialog Box • Copying Styles from a Document or Template • Deleting Styles from a Document or Template About the Organizer Dialog Box Styles can be copied and deleted using the Organizer dialog box. The following considerations apply to using the Organizer dialog box: • Styles can be copied in either direction • Once you select a style, the labels change (In and To) to reflect the direction of the copy, as does the copy button arrow • When styles in two documents have the same name, you will be prompted as to whether you want to overwrite a style. You can either choose to overwrite one style, or prior to copying styles, you can rename one of the identically named styles Copying Styles from a Document or Template You can copy styles from one document or template to another. Using the Organizer, you can do this without recreating those styles. 1. Open the document or template containing the styles to be copied 2. From the Tools menu, select Templates and Add-Ins... The Templates and Add-ins dialog box appears. 3. Select the Templates tab 4. Click ORGANIZER... The Organizer dialog box appears. Styles used in the current document are displayed in the scroll list on the left. 5. Below the scroll list on the right, click CLOSE FILE The button changes to OPEN FILE…. 6. Click OPEN FILE... The Open dialog box appears. 7. From the Files of type pull-down list, select All Word Documents 8. Using the Look in pull-down list, navigate to and select the file to which you want to copy styles 9. Click OPEN The document's styles are now displayed in the To (Document Name) scroll list 10. Select the styles to be copied HINT: To select a range of styles: Click and drag the mouse over the desired styles. 11. Click COPY If a style of the same name exists already exists, a dialog box appears asking if you want to overwrite the existing style entry. 12. To overwrite the existing style, click YES To overwrite all existing styles, click YES TO ALL To keep the existing style and continue copying, click NO To cancel the entire process, click CANCEL 13. When finished, click CLOSE A dialog box appears, asking if you want to save changes to the document containing the newly copied styles. 14. To save the copied styles, click YES To discard the copied styles and cancel the entire process, click NO To return to the Organizer dialog box, click CANCEL Deleting Styles from a Document or Template You can delete styles from a document or template from the Organizer dialog box. Styles can also be deleted as you are working in the document. NOTE: Built-in styles (i.e., styles in the Normal.dot template) cannot be deleted. 1. Open the document containing the style(s) to be deleted 2. From the Tools menu, select Templates and Add-Ins... The Templates and Add-ins dialog box appears. 3. Select the Templates tab 4. Click ORGANIZER... The Organizer dialog box appears. Styles used in the current document are displayed in the scroll list on the left. 5. Select the style(s) to be deleted 6. Click DELETE A confirmation dialog box appears. 7. Click YES TO ALL The selected style(s) are deleted. 8. Click CLOSE Working with Table Creating a Table To create a four-column, five-row table: 1. Choose Table > Insert > Table from the menu. The Insert Table dialog box opens. 2. Type 5 in the Number of Columns field. 3. Type 2 in the Number of Rows field. 4. Select Auto in the Column Width field. Selecting Auto allows Microsoft Word to determine the size of your column widths. Alternatively, you can enter the column width you desire. 5. Click OK. Your table should look like the one shown here, with four columns and five rows. Creating a Table by Using the Insert Table Icon You can also create a table by clicking on the Insert Table icon on the Standard toolbar. 1. Click the Insert Table icon. 2. Highlight the number of rows and columns you need. The maximum table size you can create by this method is a four-row by five-column table. 3. Press Enter (or click) to create the table. Note: Microsoft Word has a Tables and Borders toolbar. Entering Text into a Table To enter text into a table, simply type as you normally would. Press Tab to move to the next cell. Enter the text shown below into your table. 1. Type Name in the first cell in the first column. Press the Tab key. 2. Type Sal in the first cell in the second column. Press the Tab key. 3. Continue until you have entered all of the text. Name Sal Sweet CD Aman 1327 14231 11936 Saurabh 1421 38632 29345 Amit 2190 12783 19286 Ravish 1201 25284 12037 Selecting a Row and Bolding the Text 1. Click anywhere on the first row of your table. 2. Choose Table > Select > Row from the menu. 3. Press Ctrl-b to bold the row. Right-Aligning Text You learned about alignment in Lesson Five. In this exercise, you will right-align the second (Sal), third (Sweet), and fourth (CD) columns of the table you created. 1. You need to highlight "Sal," "Sweet," and "CD." Place the cursor before the "D" in "Sal." Press the F8 key to anchor the cursor. Then press the right arrow key until you have highlighted "Sal," "Sweet," and "CD." 2. Choose Table > Select > Column from the menu. 3. Press Ctrl+R to right-align the cells. Adding Rows and Columns Adding Row Adding a New Row to the End of the Table You can add additional rows to your table. The simplest way to add a new row is to move to the last column of the last row and press the Tab key. You can then type any additional text you need to add. 1. Move to the last column of the last row of your table. 2. Press the Tab key. 3. Type the text shown here. Ravish 40982 30791 20675 Adding a Row within the Table You can add a new row anywhere in the table. The exercise that follows demonstrates. To add a row just above "Ravish": 1. Place the cursor anywhere in the fourth row Choose Table > Insert > Rows Above from the menu. 2. Add the information shown here to the new row. Ravish 52142 32473 54674 Adding Column Adding a New Column to a Table You can add new columns to your table. To add a new column between the Salesperson and Dolls columns: 1. Place the cursor anywhere in the Dolls column. 2. Choose Table > Insert > Columns to the Left from the menu. 3. Label the new column Region and add the text shown in the table below. Resizing the Columns You can easily change the size of your column width. Follow these steps to do so: 1. Click anywhere in your table. 2. Choose Table > Select > Table from the menu. Your table is selected. 3. Choose Table > Table Properties from the menu. 4. Choose the Column tab. 5. Type 1" in the Preferred Width field. This will cause Microsoft Word to set all the columns to a width of one inch. 6. Click OK. To widen the first column: 1. Place the cursor anywhere in the first column. 2. Choose Table > Select > Column from the menu. 3. Choose Table > Table Properties from the menu. 4. Choose the Column tab. 5. Type 1.5 in the Preferred Width field. 6. Click OK. Sorting a Table With Microsoft Word, it is easy to sort the data in your table. To sort your table data by Region and within Region by Salesperson in ascending order. Follow these steps to do so: 1. Click anywhere on your table. 2. Choose Table > Sort from the menu. 3. Select Region in the Sort By field. 4. Select Text in the Type field (because you are sorting text). 5. Select Ascending. 6. Select Salesperson in the Then By field. 7. Select Text in the Type field (because you are sorting text). 8. Select Ascending. 9. Select Header Row (because your table has titles across the top of the table). 10. Click OK. Deleting Rows and Columns Deleting a Column You can delete columns from your table. To delete a column: 1. Place your cursor anywhere in the column you want to delete. 2. Choose Table > Delete> Columns from the menu. Deleting a Row You can delete rows from your table. To delete Row: 1. Place your cursor anywhere in the row you want to delete. 2. Choose Table > Delete > Rows from the menu. The Sum Function You can perform calculations on the numbers in your table. Several functions are available to you. A review of all of the functions is beyond the scope of this tutorial, but the exercise that follows demonstrates the Sum function. In this exercise, you will add a new row to your table, place the word "Total" at the bottom of the Salesperson column, and sum the Dolls, Trucks, and Puzzles columns. 1. Place your cursor in the cell located on the last row in the last column. 2. Press the Tab key to create a new row. 3. Type Total in the cell on the bottom row in the Salesperson column. 4. Move to the Dolls column. 5. Choose Table > Formula from the menu. 6. Type =SUM(ABOVE) in the formula field, if it does not automatically appear. 7. Select #,##0 in the Number Format field. This selection causes Microsoft Word to separate thousands with a comma. 8. Click OK. 9. Move to the Trucks column. 10. Choose Table > Formula from the menu. 11. Type =SUM(ABOVE) in the formula field, if it does not automatically appear. 12. Select #,##0 in the Number Format field. This selection causes Microsoft Word to separate thousands with a comma. 13. Click OK. 14. Move to the Puzzles column. 15. Choose Table > Formula from the menu. 16. Type =SUM(ABOVE) in the formula field, if it does not automatically appear. 17. Select #,##0 in the Number Format field. This selection causes Microsoft Word to separate thousands with a comma. 18. Click OK. Recalculate Unlike a spreadsheet, Microsoft Word does not automatically recalculate every time you make a change to the table. To cause a function to recalculate, you must first move to the cell that contains the function and then press the F9 key. Alternatively, you can move to the cell that contains the function, right-click, and select Update Field from the context menu. Because you deleted a row in the previous exercise, your calculations are now incorrect. To recalculate: 1. Move to the Total . 2. Press F9. 3. Move to the Sweet/Total cell and right-click. 4. Click Update Field. Note: The context menu is a useful tool. When you right-click, Microsoft Word supplies you with a list of menu choices. You can execute a command by selecting an option from the context menu. Merge Cell Using Microsoft Word, you can merge cells -- turn two or more cells into one cell. In this exercise, you are going to create a new row at the top of your table, merge the cells, and add a title to the table. 1. Move to the cell located on the first row of the first column of your table (the Salesperson cell). 2. Choose Table > Insert > Rows Above from the menu. 3. Choose Table > Merge Cells from the menu. 4. Type Sal in the new cell. 5. Press Ctrl-e to center the title. Table Headings If Microsoft Word splits your table with a page break, the table heading will display on the first page but not on subsequent pages. To correct this problem, you can designate rows as headings. Heading rows are repeated on the top of your table at the top of each page. To designate a row as a heading: 1. Place your cursor on the row. 2. Choose Table > Heading Rows Repeat from the menu. Splitting a Table With Microsoft Word, splitting a single table into two tables is easy. To separate the table you just created into two tables: 1. Place your cursor anywhere on the row that reads "Name, Age, Sex." 2. Choose Table > Split Table from the menu. You should now have two tables. Table AutoFormat You can use AutoFormats to apply borders, shading, special fonts, and color to your table. Microsoft Word lists all Formats in the Table AutoFormat dialog box. While in the Table AutoFormat dialog box, click a format to see that format displayed in the Preview box. You can customize how the format is applied. Check the features you want in the Formats to Apply and the Apply Special Formats To frames. Microsoft Word comes with a long list of AutoFormats. To apply an AutoFormat to your Name, Age, and Sex table: 1. Click anywhere in the table. 2. Choose Table > Table AutoFormat from the menu. 3. Click Table Colorful 1 in the Table Styles box. 4. Select Heading Rows and First Column in the Apply Special Formats To frame. Do not select Last Row and Last Column. 5. Click Apply.