Demonstration on Advanced Microsoft Word formatting

Session 8: Demonstration on Advanced Microsoft Word formatting

Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites

None

Student Learning Tasks

By the end of this session, students are expected to be able to:

Insert Symbols

Insert Headers and Footers

Format Text

Create Text Boxes

Work with Columns

Resources Needed

Flip charts, marker pens, and masking tape

Black/white board and chalk/whiteboard markers

Computer

LCD

SESSION OVERVIEW

Step

Time

Activity/Method

Content

1

05 minutes

Presentation

Presentation of Session Title and Learning Tasks

2

30 minutes

Presentation, Exercise

Insert Symbols

3

35 minutes

Presentation, Exercise

Insert Header and Footer

4

30 minutes

Presentation, Exercise

Format Text

5

30 minutes

Presentation, Exercise

Create Text Boxes

6

35 minutes

Presentation, Exercise

Work with Column

7

10 minutes

Presentation

Key Points

8

5minutes

Presentation

Evaluation

SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)

READ or ASK student to read the learning objectives and clarify

ASK students if they have any questions before continuing

Step 2: Insert Symbols (30 minutes)

Introduction of Symbols

There are many Symbols that you might often see in publications that are not directly available from your keyboard. For example, the Copyright symbol, ©, is not available on the keyboard but can be selected from Word's Symbol Dialog Box.

Other commonly used symbols that appear in the Symbol Dialog Box are:

© Copyright

® Registration

TM Trademark

Checkmark

Insert Symbols

To Insert Symbols into your Document:

Click Insert on the Menu Bar

Select Symbols, The Symbols Dialog Box appears

Click the Symbols Tab to select a symbol from a Font type

OR

Click the Special Characters Tab to view other commonly used symbols

Click on the Symbol or Special Character you would like to select and then Click Insert

The Symbol or Character will show up in your document

Click Close

Figure 1: Different Symbols

Source: Goodwill Community Foundation 2002

Before You Start the Challenge.

During the challenges for these lessons, you will create a newsletter or flyer. Before you begin, decide which topic you would like to write about

Do you want to design a flyer that advertises a room for rent?

Perhaps you want to develop a flyer that promotes a service, such as piano or guitar lessons?

Do you want to develop a newsletter for an organization you are a member of?

There are many templates in Microsoft Word that can help you create these documents, but for this tutorial you will find it more educational if you complete the assignment without using the template feature. Make a decision about what you want your document to be about and we’ll get started!

Activity 1: Inserting a Symbol (5 minutes)

Open Word and create a new document.

Insert a Symbol into the document. Do not worry about placement in the document – you'll move the symbol around as you learn more about Word.

Save and close Word.

Step 3: Insert Headers and Footers (35 minutes)

The Header and Footer usually contain title and author information, dates, and page numbers. The Header appears at the top of the page and the Footer appears at the bottom of the page.

To Insert a Header and Footer:

Click View on the Menu Bar

Select Header and Footer

The document will appear grayed out with a dotted Header and Footer box showing at the top and bottom of the page

Locate the Header and Footer Toolbar on the page

Figure 1:Header and Footer

Type inside the dotted boxes to insert your Header and/or Footer.

Click Close on the Header and Footer Toolbar when you are finished.

AND

Source: Goodwill Community Foundation 2002

Header and Footer Toolbar

The Header and Footer Toolbar contains buttons that can help you automatically enter important information in your header and footers.

Some of the useful features located on the Header and Footer Toolbar are:

Insert Auto-Text – drop-down menu showing commonly used header and footer information, including, author, page number and date

Insert Page Numbers – inserts the page numbers

Insert Number of Pages – inserts the number of pages in the entire document

Format Page Number – opens the Page Number Format Dialog box so that you can format your page number in the header and footer

Insert Date

Insert Time

Page Setup – opens the Page Setup Dialog box so that you can adjust the location of the header and footer

Switch between Header and Footer – allows you to jump quickly between the header and footer on a page

Close – closes the Header and Footer

Toolbar: Delete Header and Footer

If you choose to delete your Header or Footer, Word will automatically delete the Header or Footer within the entire document

To Delete the Header or Footer:

Click View on the Menu Bar

Select Header and Footer

Highlight the text within the Header or Footer (whichever text you would like to delete)

Press Delete. The text is now removed.

Click Close

Figure 2: Header and Footer Toolbar

Source: Goodwill Community Foundation 2002

You can delete the Header and Footer on just the first page of the document by choosing File – Page Setup. On the Page Setup Dialog Box, choose the Layout Tab and place a checkmark next to Different First Page under Headers and Footers, then click OK.

Activity 2: Open a document created from activity 1 above (5 minutes)

Type your name into the Header.

Modify the text in your Header so that it is 10-point Times New Roman font.

Put the date and time in the Footer.

Modify the text in your Footer so that it is 10-point Times New Roman font.

Save and close the document

Step 4: Formatting (30 minutes)

Why display non-printing characters?

Non-printing characters are automatically inserted into your document as you type. You will not see these characters unless you choose to show the formatting marks. So why display these characters? Showing the document formatting can assist you when editing. Non-printing characters such as spaces, tabs, and hard returns (created when you press the Enter key), will now be visually displayed on your page.

For example

a document that was created with numerous tabs could be quite difficult to edit if you needed to delete all the tabs. However, if you display your non-printing characters, you will be able to quickly see where all the tabs exist. The tab symbol will appear as an arrow pointing to the right,. Place the insertion point to the right of the tab symbol and press the Backspace key to quickly delete these tabs

To Reveal Formatting Marks

Click the Show/Hide button on the Standard Toolbar.

OR

Select the Reveal Formatting Menu from the Task Pane.

Check the Show all formatting marks checkbox at the bottom of the Menu under Options

Figure 3: Standard Toolbar

Source: Goodwill Community Foundation 2002

When you select the Show/Hide button, codes for paragraph marks , tabs , and spaces . are visible in your document. If you prefer to display non-printing characters when formatting your document, these symbols will not appear in your printed document.

Activity 3: Open a document created from activity 2 above (5 minutes)

Open your document.

Select the Show/Hide Codes button.

Notice how the non-printing characters appear in your Header and Footer.

Save any changes you have made and close your document.

Note: If you would like to look at the nonprinting characters in more detail, open one of the letters from a previous challenge.

Step 5: Create a Text Box( 30 minutes)

Placing text inside of a Text Box helps focus the reader's eye on the page content. Newsletters, flyers, reports, announcements, school projects, or other types of publications, often use Word's text box feature

Text boxes can be formatted with shadings, color, borders, and graphics, making for an impressive display of your Word skills.

To Create a Text Box

Click Insert on the Menu Bar

Select Text Box from the menu list

The mouse pointer becomes a crosshair and a drawing canvas appears

Place your insertion point where you want your text box

Left click and drag the text box until it is the appropriate size. Release the left mouse button when ready

The text box will by default contain a white background color and a thin black border.

Note: When you create a text box in Word 2003, the drawing canvas appears by default

The canvas helps you arrange and resize the objects you are working with.

To Insert Text into the Text Box

Click once inside the text box

The box is selected and a blinking insertion point appears inside the box.

Begin typing

Format text (change font, font size, style, etc) in the usual manner. (Select text first, makes changes later)

Moving and Resizing Text Boxes

To Resize a Text Box

Click once on one of the box's borders. The box is now highlighted

Sizing handles (small circles) appear. However the mouse pointer over any of the sizing handles (small circles) until it turns into a diagonally pointing arrow

Click and drag the sizing handle until the box is the desired size.

To Move a Text Box

Click once on the text box's border.

However your mouse pointer over the border until it becomes a crosshair with arrows

Using this crosshair, click and drag the box until it is in the desired location

The Format Text Dialog Box

As mentioned earlier, the default for the text box in Word is a white background with a thin, black border. Using the Format Text Box dialog box, you can choose different fill colors and lines, size, layout, and textbox

Step 6: Working with Columns (35 minutes)

Displaying information in columns gives the writer more options for displaying different types of information on a page while remaining easy for the viewer to read

Certain kinds of information are best displayed using columns. Newspaper, newsletters, flyers, reports, announcements, school projects, or other types of publications, often use Word's column feature

Below is an example of a Newsletter using columns and a graphic.

Working with columns can be challenging, but with practice, you'll have columns mastered in no time. An approach we will first try will be to enter text into a single column and then convert it into multiple columns.

Create Columns Using the Columns Button: Switch to Print Layout View

To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert Break Continuous.

Figure 6: Break Types

Source: Goodwill Community Foundation 2002

Figure 6: Selection Break Types

Source: Goodwill Community Foundation 2002

Select the text you want to change to columns

Click the Columns Button on the Standard Toolbar

The Columns Button will expand to give you four column options:

Choose one of the options to format your text into columns.

You can adjust the spacing and alignment of the columns by using the ruler. Drag the Right Margin, Left Margin and Right Indent using your mouse until the columns appear the way you want.

To Enter a Title that Spans a Column:

Enter the title at the beginning of the first column.

Select the title.

Click the Columns button on the Standard toolbar, and drag to select number of columns.

Creating Columns Using the Columns Dialog Box

Using the Column Dialog Box versus the Columns Button will give you much more control and precision over your column structure. The Columns Dialog Box will also give you a few more column options, including Left and Right columns as well as the ability to create up to eight columns per page.

Using the Column Dialog Box

Switch to Print Layout View.

To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert Break Continuous.

Select the text you want to change to columns.

Click Format on the Menu Bar.

Select Columns from the menu list. The Columns Dialog Box appears.

Figure 7: Columns Dialog Box

Source: Goodwill Community Foundation 2002

The Column Dialog Box gives you the following options

Presets – Click a box to choose a preset number of columns

Number of Columns – Use the up and down arrow keys to select between one and eight columns

Line Between -Places lines between your columns

Width and Spacing – Offers features that allow you to specify an exact number for the height and width of your columns, as well as the spacing between your columns.

Equal Column Width – Check this checkbox if you want columns to be the same width

Apply to: – Allows you to create columns out of the selected text, the selected section, this point forward, or the entire document

Select your options and Click OK.

To Move Text into the Next Column

Move the insertion point in front of the text you want to move.

Choose Format Columns. The Columns dialog box opens.

Choose "From this point forward" in the Apply to: control.

Click the Start New Column check box to move the text to the next column.

Now that you’ve learned about columns, do you see a need for them in your document? If you are designing a newsletter, you will almost certainly want to use them. Columns can make your newsletter look very professional. If you are designing a flyer, you may or may not want columns.

Activity 5: Open a document created from activity 2 above (5 minutes)

Open your document.

Add columns if you would like to.

Save and close Word.

Step 7: Key Points (10 minutes)

There are many Symbols that you might often see in publications that are not directly available from your keyboard. For example, the Copyright symbol, ©, is not available on the keyboard but can be selected from Word's Symbol Dialog Box.

The Header and Footer usually contain title and author information, dates, and page numbers. The Header appears at the top of the page and the Footer appears at the bottom of the page.

Non-printing characters are automatically inserted into your document as you type. You will not see these characters unless you choose to show the formatting marks

Step 8: Evaluation (5 minutes)

What are steps which areused to insert Symbols?

What are the steps involved to insert Headers and Footers?

What are steps to create text boxes?

What are steps involved to create columns in word document?

Reference

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Ventage Press.

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/

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